A special meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Wednesday, November 6, 2019 at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449. The meeting was held to address the future of the WSMA funded security patrol in light of the MUDs’ pending security contract with the Harris County Sheriff’s Office and any change to the 2020 assessment that might be made as a result.
ATTENDANCE
Board Members present were Dave Ellis, Jim Calvert, Ed Shipley, CO Holt, Chris Cox, Larry Barrow and Bill Petry.
Also, in attendance were Sheriff Deputies Chad King and Wayne Felchak together with twelve homeowners.
With a quorum being established, the meeting was called to order at 5:30 P.M.
HOMEOWNER CONCERNS
One homeowner raised a question on the disposition of material picked up by our recycling service. Dave Ellis took the action to obtain the answer from Texas Pride Disposal. The remaining attendees were there to express their views or interest in the main topic of the meeting.
FUTURE OF WSMA FUNDED SECURITY PATROL
A number of issues were raised for the Board’s consideration prior to taking a vote:
One resident expressed his concern about the installation of the security cameras that are being proposed as part of the MUDs’ security initiative. Ed Shipley, who chaired the meeting, responded that this is not an HOA issue and should be taken up with MUD boards.
Two residents expressed their strong views in favor of the HOA retaining the existing security patrol service to supplement the patrols that will be provided by the MUDs. Figures were cited from the monthly security statistics for the last few years to support the excellent level of security we have experienced in the Settlement during the tenure of the current patrols which are dedicated solely to this subdivision. Concern was expressed that as the deputies under the pending MUD contract will need to patrol all of both the MUD 61 and MUD 62 service areas the hours predicted to be spent in our subdivision might not be achieved.
Each Board member was then given an opportunity to express their views following which the following motions were made, seconded, discussed and voted on:
CO Holt, the HOA security liaison, motioned that the existing patrol service be allowed to expire following its January 31, 2020 contract termination date. This motion had 3 votes for and 4 votes against and so failed to pass.
Jim Calvert then motioned that following its January 31, 2020 contract termination date the HOA security contract be replaced with a 6 month contract with an effort made for the hours on patrol to be adjusted to supplement, rather than to overlap, the MUD security patrol presence in the subdivision. Further, that during this 6 month period the subdivision security be monitored to determine whether the money being spent for continuing the HOA security patrol can be justified. This motion had 4 votes for and 3 votes against so was approved.
RE-VISIT OF 2020 BUDGET AND ANNUAL ASSESSMENT FEE
As the HOA security patrol will now continue at least for the first 7 months of 2020, and could be extended, it was agreed that there is no basis for reducing the previously approved 2020 assessment fee of $750 per home and the budget as previously presented will remain as is. If after the expiry of the new 6 month patrol contract the decision is made not to renew it, at the September 2020 budget meeting the saving will be factored into the 2021 budget and assessment fee.
HOA FUTURE LEGAL REPRESENTATION
The Association has been notified that the Messock Law Firm which has been representing WSMA for many years is closing its office on December 31, 2019.
Cindy Bojé, the Association’s Community Manager, has obtained proposals from two of the law offices that Crest highly recommends as a result of their long experience with each. Each law office submitted Letters of Engagement and fee structures for the Association’s review. After review of the submitted information and comparison with the Messock fee structure a motion was made, seconded and unanimously approved that Holt and Young be engaged as the Association attorney as of January 1, 2020.
ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 7:46 P.M.
The next meeting will be the regular Board meeting held on November 19, 2019 at the community clubhouse.
A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, November 19, 2019 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, Larry Barrow and Bill Petry.
Also, in attendance was Cindy Bojé representing Crest Management and 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 of the October 15, 2019 Board Meeting and November 6, 2019 Special Board Meeting were presented, and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
There were four homeowners present at the meeting to observe.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King presented the October security report. The community continues to enjoy an enviably low crime rate. A copy of the monthly sheriff report was included in the meeting packets.
WELCOMING COMMITTEE REPORT
Welcoming Committee Chairman, Larry Barrow, reported that there have been three new homeowners since the last meeting, and he was able to make contact and visit with one. He will make some follow up attempts to make contact with the other two homeowners. A copy of the activity report was included in the meeting packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the October 31, 2019 financials. As of this date, the money in the bank totaled $636,921.92. 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, 2019 was $7,942.75.
OLD BUSINESS
Issues arising from November 6 Security Patrol Decision – CO informed the Board that there has been no further communication with the MUD 61 and 62 boards regarding the coordination of the existing HOA security patrol service and the pending contract deputy program being contracted for by the MUDs. In addition to the contract deputies the MUD security initiative calls for 16 weekend patrol hours by off-duty deputies and that Chad King who manages our existing patrol service will be speaking with the MUDs to offer this coverage. If Chad and his deputies do contract for this weekend coverage with the MUDs then this would be factored into the number of hours that will be charged to the HOA patrol contract. CO stated that discussion of coordination of responsibilities for monthly reports and vacation watches between the existing patrol service and the contract deputies will be established when the MUDs have the contract deputy services under contract. Until that time our security service and reports will continue as at present.
Community Events Update – Chris Cox stated that the fall garage, which was held on October 19th, was successful. He stated that he was still working out the details for communication regarding the Christmas decoration contest to be held over the weekend of December 14th-15th. Chris stated he would update the Board once more details become available.
NEW BUSINESS
2020 Security Patrol Contract Approval – The current security patrol contract terminates January 31, 2020 and as approved at the November 6 special Board meeting this contract will be renewed for a further 6 (six) months. At the end of this period the need for both patrol services will be reevaluated. During these six months an effort will be made for the hours on patrol to be adjusted to supplement, not overlap, the MUD security patrol presence in the subdivision.
After a brief discussion, a motion was made, seconded, and carried to approve the signing of the contract extension through July 31, 2020.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 6:15 P.M.
Delinquencies – Two 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.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The Board does not meet in December. The next meeting will be held on January 21, 2020 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 6:30 P.M
