A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, October 19, 2021, at 5:30 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Niki Dillon, Dave Ellis, CO Holt, Shelley Morales, and Bill Petry.
Also, in attendance was Cindy B. representing Crest Management.
With a quorum being established, the meeting was called to order at 5:30 P.M.
SECRETARY REPORT – APPROVAL OF MINUTES
The minutes from the September 21, 2021, 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 in attendance at this month’s meeting. One was there to observe the meeting and one was there to discuss a neighbor noise complaint. Gregg Nady, who is not a homeowner, was present to discuss the Mason Creek Hike and Bike Trail with the Board and to seek the Association’s support. CO Holt stated that the Board cannot formally support the project as an Association but Mr. Nady was free to request the support of individual homeowners.
ELECTION OF NEW BOARD MEMBER
Since the last Board meeting James Kelley has resigned, leaving the Board with two vacancies following Jim Calvert departure last month. Lance Gordon, who was a previous Board member, volunteered to fill one of the vacancies. A motion was made, seconded, and unanimously carried to appoint Lance Gordon as director to complete the remainder of Jim Calvert’s term which will run through April 2022.
COMMITTEE REPORTS
Welcoming of New Residents – Dave Ellis reported that since the report presented at the September meeting five new residents have been added to the welcoming list and good progress is being made to minimize the delay in making these welcoming visits. A copy of the report was provided in the Board packets.
FINANCIAL REVIEW
Dave Ellis presented a report of the September 30, 2021, financials. As of this date, the money in the bank totaled $800,193.82. This figure includes checking and Account Registry CDs (CDAR)s which together constitute 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, 2021, was $35,474.50.
OLD BUSINESS
Decisions approved by email vote since the last meeting -
a.
Approval of Clubhouse Hallway Flooring Bid Revision in the amount of $3,650
b.Approval of Clubhouse Christmas Lighting in the amount of $2,342
c.Approval of Tennis Courts Drainage Concrete in the amount of $1,450
d.Approval of 22200 Vobe Court Cul-de-sac Tree Removal in the amount of $1,150
Camera System Expansion Status – The NEMA boxes required for the wireless cameras should soon be on site enabling Donald Electric to connect the electrical supplies following which ASI will install the cameras and complete the installation.
Awnings Replacement and Pool Furniture Update – Dave Ellis reported that an insurance claim has been filed and is in process. The new awnings will be installed early next year.
NEW BUSINESS
Consider Changes to Clubhouse Color Scheme – As all of the awnings have to be replaced, coupled with the pool furniture needing to be re-strapped, the decision has been made to take this opportunity to change the pool color scheme from green to blue. This will also match the playground awnings. Because of this, and the color change of the clubhouse hallway floor when the carpet is replaced, hopefully in November, Dave Ellis suggested that the anticipated repainting of the internal hallway be tabled until the first part of next year at which point both the interior and exterior of the clubhouse can be repainted to a different color scheme compatible with the new pool area colors. After a brief discussion, the Board agreed and will take up this issue in 2022.
It was also agreed that the tennis court awning, which was damaged and will also be replaced, should remain green.
Consider and Vote on Use of Crest’s Board Decision Assistant – The Board discussed the Board Decision Assistant that is offered through Crest Management’s Board Portal, but after a review and discussion decided that the program is not a good fit for the way in which the Board operates so the decision was made not to begin using it at this time.
Cul-De-Sac Tree Replacements – Bill Petry informed the Board that he is working on a proposal with Texas Lawn Care to install trees at five of the cul-de-sac islands. Bill stated that when he has more information he will share some options with the Board for its review and approval.
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 – Six accounts remain on the trash suspension list.
Deed Restriction Enforcement – Cindy B. reviewed the Enforcement Action Report with the Board. After review, a motion was made, seconded, and unanimously carried to approve sending accounts to the Association attorney upon the next inspection if the violations have not been cured.
Attorney Action Report – Cindy B. reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
Architectural Review Committee – A copy of the Exterior Modification Report was provided in the Board packets.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive session. The next meeting will be held on November 16, 2021.
With no further business to come before the Board, the meeting was adjourned at 6:56 P.M
