A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, October 15, 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, for a short time, 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 September 17, 2019 Board Meeting were presented and a motion was made, seconded, and unanimously carried to accept the minutes without change.
HOMEOWNER CONCERNS
There were three homeowners present at the meeting to observe. One homeowner discussed the process of submitting an online Exterior Modification Request form using the Crest website.
SHERIFF PATROL REPORT
CO Holt, our security liaison, and Deputy Chad King presented the September 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 has been one new homeowner since the last meeting but the resident hadn’t been at home during his attempted visits. He will make some follow up attempts to make contact. A copy of the activity report was included in the meeting packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the September 30, 2019 financials. As of this date, the money in the bank totaled $672,327.54. 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 September 30, 2019 was $7,121.28.
OLD BUSINESS
National Night Out Wrap-Up Report – Chris Cox updated the Board on the National Night Out event. Chris stated there were 228 attendees, 98 of those were first time attendees. The planning came in under budget and the feedback received was positive.
NEW BUSINESS
2019 Community Events – Chris Cox stated that the bi-annual 2019 garage sale will be held on October 19. He stated that he was still working out the details for a Christmas event and would update the Board once more details become available.
Flood Insurance Quote Review – Dave Ellis discussed flood insurance quotes for the clubhouse. He explained to the Board that the interest in obtaining quotes stemmed from a meeting with the insurance adjuster who was working on behalf of the insurance company to revise of the Association’s Statement of Values on which our annual insurance premiums are based. Dave stated the Association has never had a flood problem at the clubhouse but if our area ever had a major flooding event similar to what has occurred in other areas in recent years there is a finite risk that we could sustain flood damage. However, after reviewing the high quotes offered by the insurance company coupled with the low probability of a flooding event of sufficient severity to affect the clubhouse the Board decided to decline flood insurance coverage at this time.
Swim Team – Christmas “Dive-In” Movie Request – The Board then considered an emailed request from Katy Hall on behalf of the Swim Team requesting permission to hold a Christmas movie event in the pool area. The email stated that the pool would be roped off and the movie screen would be set up on the grass area behind the pool adjacent to the basketball court. It also requested use of the basketball court area to serve hot chocolate and cookies. In the email Katy stated that the requested date for this scheduled Swim Team sponsored event would be Friday, December 6, 2019 and it would be open to the neighborhood.
After a brief discussion, a motion was made, seconded, and carried to approve the Swim Team’s request.
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. The report was discussed, and a motion was made, seconded, and carried to send the following accounts to the Association attorney for enforcement: 2530206015, 2530317029, and 2530212044.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
2020 Security – A committee of representatives of both MUD 61 and MUD 62 then gave a presentation to the Board of its proposed plan to contract with the Harris County Sheriff’s Office to provide an enhanced security patrol beginning in 2020. The committee plans to convene a Town Hall meeting at the MOC Mason Road facility in the near future at which the plan will be presented to, and feedback sought from, our residents. Following the presentation the Board continued in executive session to discuss the implications of this proposal.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on November 19, 2019 at the community clubhouse.
With no further business to come before the Board, the meeting was adjourned at 8:05 P.M
