Williamsburg Settlement October 2018

DRAFT MINUTES OF THE MEETING OF THE BOARD
OF DIRECTORS OF WILLIAMSBURG SETTLEMENT
MAINTENANCE ASSOCIATION, INC., AUGUST 21, 2018
A meeting of the Board of Directors of the Williamsburg Settlement
Maintenance Association, Inc. was held on Tuesday, August 21, 2018
at 5:30 PM at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy,
Texas 77449.
ATTENDANCE
Board Members present were: Chris Cox, Dave Ellis, Jim Calvert, Ed
Shipley, CO Holt, Chase Wier and Bill Petry.
Also, in attendance was Cindy Bojé representing Crest Management,
along with Sheriff Deputy Arthur Hager.
With a quorum being established the meeting was called to order at
5:30 PM.
SECRETARY REPORT - APPROVAL OF MINUTES
The minutes for the July 17, 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 at the meeting but neither had
any concerns. They attended to present the Welcoming Committee
report and to observe and offer suggestions in the discussion of National
Night Out planning.
SHERIFF PATROL REPORT
Deputy Hager and CO Holt, our security liaison, reported that there
were no unusual problems during July 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 one of the homeowners
present and reported that the response to the committee has been
positive with a total of nine new homeowners. A copy of the new resident
report was included in the meeting packets.
FINANCIAL REVIEW
Dave Ellis presented a detailed report on the July 31, 2018 financials.
As of this date, the money in the bank totaled $672,886.42. 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 July 31, 2018 was $14,889.14.
OLD BUSINESS
Community Events:
a. National Night Out - The date for the 2018 National Night Out is
October 2 nd . Chris Cox discussed signage options from Fast Signs.
After a discussion, a motion to approve the proposal from Fast Signs
totaling $279.82 was made, seconded and carried. Chris discussed
options for a photobooth from InstaPix and Star Photobooth. After a
brief discussion, a motion to approve the proposal from InstaPix for
$300 for two hours was made, seconded and carried. Chris stated that
he will meet with the MUD 61 Board to request a donation towards the
National Night Out event. It was stated that Chris has obtained various
donations from surrounding businesses for prizes. CO Holt requested
that Chris send him the number of volunteers needed. Chris mentioned
that fellow Williamsburg Settlement homeowner, John Cordes and his
band would be willing to provide a proposal for musical entertainment
for the evening. Further information will be released at a later date.
Pool Equipment Repairs and Additions
Dave Ellis stated that the flow meters and a new baby pool motor
have been installed. Chris Cox reviewed the Fast Signs proposal for the
emergency phone sign. After a brief discussion, a motion to approve
the proposal for $33.74 was made, seconded and carried.
Cul-de-sac Islands Report
Dave Ellis discussed the cul-de-sac islands progress with the Board.
He reported that the tree trimming has been completed but the date
of the MUD 61’s installation of water to the first 4 islands has slipped
from July to early September. The delay was primarily a result of a
failure of the contractor’s equipment. This has now been addressed
and the re-piping work has been resumed.
NEW BUSINESS
Decisions taken by email vote since the last meeting
a. Tennis Court Power Washing for $1500 completed by
J. Nicholas Construction.
b. Clubhouse Area Tree Trimming for $550 will be completed
by JJ Garcia Tree Services on August 29 th .
A motion was made, seconded and unanimously carried to ratify the
items voted on by the Board outside of a Board meeting.
2019 Pool Contract Issues
Dave Ellis discussed the pool contract renewal with the Board. After
a brief discussion of water quality test reports confirming the lack of
metals in our source water a motion was made, seconded and carried
to decline the routine metal control treatment proposed by A-Beautiful.
In doing so, this would save the Association $70 per month from the
proposed renewal contract price. As with this reduction the price to
renew the A-Beautiful contract would be within just $200 of the current
contract, a motion to approve the renewal contract for two years,
locking in the annual cost of $39,125, was made, seconded and carried.
Pool Filter Sand Replacement
Dave Ellis reported that this year the sand in our three main pool filters
needs to be replaced as this was last done in 2013. A-Beautiful has
submitted a proposal to remove and replace the sand and in so doing
will also replace some of the plumbing equipment and fix a couple of
leaks that could not be addressed while the filters were fully charged
with sand. After a brief discussion, a motion to approve the proposal
totaling $2,578.37 was made, seconded and carried.
2019 Budget Questions
Dave Ellis reported that he has begun a preliminary review of the 2019
budget requesting inputs for specific line items from the responsible
Board members and Crest. He inquired if the Board would like him
to consider any non-recurring projects that should be included the
budget. After a brief discussion, no specific projects were proposed.
ADJOURNMENT TO EXECUTIVE SESSION
With no further business to come before the Board, the meeting was
adjourned into executive session at 6:48 PM.
Delinquencies
Five accounts remain on the trash suspension list.
Deed Restriction Enforcement
Jim Calvert reviewed the Enforcement Action Report with the Board.
After reviewing it, the Board approved referring three accounts to the
attorney for enforcement action.
Attorney Action Report
Jim Calvert reviewed the Attorney Action Report with the Board. After
reviewing it, Jim stated that no further action need be taken at this time.
ADJOURNMENT
There were no homeowners present to hear a summary of the executive
session. The next meeting will be the annual budget meeting at the
Crest office. This will be held on September 18, 2018.
With no further business to come before the Board, the meeting was
adjourned at 7:08 PM
4 October 2018 | Community Newsletter