The Annual Meeting of Members of Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 19, 2011 at 1602 Hoyt, Katy, Texas 77449 at 7:00 p.m.
Directors in attendance were Dave Ellis, Don McClelland, Floyd Ball, Martin Spears, Walter Smith, Lance Gordon and Linda Moore. Also in attendance was Paul Wilburn, the Security Patrol Coordinator and, representing Planned Community Management Inc., was Dolores Sue.
A quorum was qualified by representation in person and/or by proxy of two hundred members.
The Board President served as chairperson and called the meeting to order at 7:05 p.m. He introduced the Board Members present.
The first item on the agenda was the election of three (3) Directors to the Board. There were three (3) candidates on the ballot, Floyd Ball, incumbent, Don McClelland, incumbent and Lance Gordon incumbent.
The floor was opened for nominations. There were no nominations from the floor and a motion was made, seconded and unanimously approved to close nominations from the floor. With three (3) positions available and three (3) candidates the residents present voted the new directors by acclamation. Therefore, Floyd Ball, Don McClelland and Lance Gordon will be the new Board Members each to serve a three (3) year term to expire in 2014
The next item on the agenda was a review of the Association financials. The financial report was presented by the Treasurer. He discussed the financial results for 2010, the budget for 2011 and the present status of both the Operating and Reserve accounts. The presentation was followed by some discussion by members present of the cost of pursuing delinquent accounts.
A vote is required annually to roll over the excess income if any, for the benefit of IRS rulings. Upon a motion duly made by Walter Smith, seconded by Floyd Ball and unanimously approved by the Members, it was:
RESOLVED, that any excess assessments for the taxable year 2011, that are over and above the actual expenses paid or incurred for said year, shall be applied to the following year’s assessments for operating expenses.
The President in giving the Community Operations Update stated that the Board has considered a number of community activities but no firm plans have been made at this time. He mentioned the pending upgrade to the basketball court and Floyd Ball described the changes that are in work. These consist of reorienting the direction of play so that the errant balls will not go onto the new playground, and installing a new goal on the Tennis courts side of the existing area.
At this time the floor was opened for homeowner discussion. Among the topics was the effectiveness of the security cameras being proposed for the recreation area and security issues. Paul Wilburn, the new Security Patrol Coordinator, was introduced and this was followed by some members giving positive reports since the introduction of the new security arrangement. One member asked about the term of the deed restrictions and the date of their automatic renewal.
There being no further business to come before the meeting, it was adjourned at 7:51 p.m.
