The Annual Meeting of Members of Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 16, 2013 at 1602 Hoyt, Katy, Texas 77449 at 7:00 p.m.
A quorum was qualified by representation in person and/or by proxy of two hundred twelve (212) members.
The Board President, Floyd Ball served as chairperson and called the meeting to order at 7:00 p.m. He introduced the other Board Members present, Cyndy Thompson, Larry Crain, Martin Spears and Dave Ellis. Also present were Officers Wilburn and Felchak. Representing PCMI was Dolores Sue.
The first item on the agenda was the election of two (2) directors each to serve a three (3) year term. There were two (2) candidates on the ballot, Gail Owen and Martin Spears.
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 two (2) positions available and two (2) candidates seeking election, the residents present voted the new directors by acclamation. Therefore, Gail Owen and Martin Spears will be the new Board Members each to serve a three (3) year term to expire in 2016.
The next item on the agenda was a review of the Association financials. The financial report was presented by Dave Ellis, the Treasurer. He discussed the financial results for 2012 which were very positive, largely as a result of improved collection of delinquent accounts. He went on to discuss the budget for 2013 and the present status of both the Operating and Reserve 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, seconded unanimously approved by the Members, it was:
RESOLVED, that any excess assessments for the taxable year 2013, 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.
Community Operations Update:
At this time Martin Spears presented the sheriff’s patrol report. He explained this has been a very successful year with very low crime reports. The deputies are very aggressive but added they are very personal with residents.
Mr. Spears also stated this year they would like to promote more community operation information such as perhaps holding a meeting to discuss crime prevention tactics.
He did report there was one (1) burglary on April 14, 2013.
Open Forum
At this time there was a general question and answer period. A resident explained that parking on the street has been a problem during swim team practice and on swim meet dates. The Board explained there will be no swim meets at the facility this year but agree parking at other times can be an issue. Another resident pointed out that vehicles parked along the street outside of the clubhouse are a danger to children running out of the recreation area and could be the cause of an accident. One resident suggested that perhaps the swim team should pay to have some type of security to make sure parking is done in a proper manner. The Board suggested that when people are parking illegally the sheriff should be called.
Larry Crain explained that approximately three hundred ten feet (310’) of perimeter fence blew down during the wind storm all of which was quickly replaced. In 2012 the fence committee did extensive replacement of rotten fence boards. In 2013 the perimeter fence project is going to be handled somewhat differently in that most of the damaged pickets that could be secured to sound posts and cross rails have now been replaced. Further picket replacement will be limited to those which are actually missing or broken, saving the money that would otherwise be spent on marginal pickets so that complete sections which also have marginal posts can be replaced sooner.
There being no further business to come before the meeting, it was adjourned at 7:55 p.m. to a Board Meeting.
A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 16, 2013 at 8:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Dave Ellis, Martin Spears, Larry Crain and Gail Owen. Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI)
With a quorum being established, the meeting was called to order at 8:00 p.m.
Officers
The Board unanimously agreed that the officers for the next 12 months will be as follows:
Floyd Ball – President
Walter Smith – Vice President
Dave Ellis – Secretary/Treasurer
Assignments of responsibilities
Walter (Walt) Smith – Architectural Review Chairperson
Larry Crain – Perimeter Fence and Landscaping
Dave Ellis – Communications (Website and Newsletter), Electrical Repairs, Keys, Pool and Clubhouse Repairs and Clubhouse Rentals
Martin Spears –Patrol Liaison
Gail Owen – Deed Restrictions, Yard of the Month and Holiday Decorations
Margaret Heichel – Welcoming of New Residents
With no further business the meeting was adjourned at 8:11 p.m. The next meeting will be May 21, 2013 at the community clubhouse.
Note: Subsequent to the meeting, responsibility for maintenance of the Association flags was assumed by resident Eric Kolber.
