The Annual Meeting of Member of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 16, 2019 at 7:00 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Chris Cox, Dave Ellis, CO Holt, Jim Calvert, Ed Shipley, and Bill Petry.
Also, in attendance was Cindy Bojé, representing Crest Management, and Deputy Chad King with the Sheriff’s office.
A quorum was qualified by representation in person and/or by proxy of one hundred and seventy seven (177) members. With a quorum being established, the meeting was called to order at 7:00 P.M.
APPROVAL OF MINUTES
The minutes of the March 19, 2019 Board of Directors Meeting were presented and a motion was made, seconded and unanimously approved to accept the minutes as written.
ELECTION OF DIRECTORS
After the announcements the next 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, Jim Calvert and Larry Barrow. The floor was opened for nominations. There were no further nominations from the floor and a motion was made, seconded and unanimously approved to close nominations from the floor. With no further nominations, a motion was made, seconded and unanimously approved to elect the two candidates by acclamation.
FINANCIAL PRESENTATION
The next item on the agenda was the Association financial report which was included in the members’ packets. This was presented by Dave Ellis, the Treasurer. He presented the financial results for 2018, the status of the finances as of March 31, which includes the amount being reserved to ensure the Association will have the funds necessary for the eventual replacement of its aging infrastructure, and the ongoing efforts to collect on delinquent accounts.
The final result was that the Association had an excellent year and closed out 2018 positive by $9,702.
COMMUNITY OPERATIONS UPDATE
Chris Cox stated that upcoming community events include Splash Day and Veteran’s Parade, spring and fall garage sales, National Night Out celebration, and a possible Christmas event. This year Splash Day will be held on Saturday, May 25th of the Memorial weekend.
HOMEOWNER OPEN FORUM
At this time, there was a general question and answer period covering various topics including the action being taken to address the homeless encampments on the south side of Colonial Parkway across from the Timewise gas station.
One resident wanted to thank the Board for its service and efforts.
The Annual Meeting was adjourned at 8:07 P.M. and those residents interested were invited to stay to attend to a Board meeting to immediately follow at which Association officers would be elected and responsibilities assigned.
The meeting was opened and nominations made and voted on for the various positions.
The resulting officer assignments and responsibilities were as follows:
Officers:
President – Ed Shipley
Vice President – C.O. Holt
Secretary/Treasurer – Dave Ellis
Other Directors:
Director – Jim Calvert
Director – Chris Cox
Director – Bill Petry
Director – Larry Barrow
Chairmen:
ARC Chair – Ed Shipley
Deed Restriction and Yard-of-the-Month Chair – Jim Calvert
Landscaping – Bill Petry
Community Events and Christmas Decorations – Chris Cox
Security Patrol Chair – C.O. Holt
Perimeter Fence – C.O. Holt
Email Communications, Website, and Recreation Area Operation and Maintenance – Dave Ellis
Meeting Signs Chair and Flag Maintenance – Larry Barrow
Welcoming Committee – Larry Barrow with assistance from Jim Calvert
NEW BUSINESS
WSMA Response to MUD’s request on taking the Lead for Subdivision Security - The Board briefly discussed its position on taking the lead on the MUD’s initiative to increase subdivision security. The Association’s position is that it has a contract in place through January 31, 2020 and the Board believes that the community is being well served by the current arrangement. The Association now has off-duty deputies who are dedicated to the subdivision and whose patrol times and activities are totally under the Association’s control. The Association does want to be sure that any new arrangement wouldn't detract from this. The Board stated that it certainly wants to be a participant in any committee or working group looking at alternative arrangements but as it will be the MUDs that will have to provide the financing of any expanded security arrangement the Association Board does not believe that it should be leading this activity and are looking to MUD 61, which is the body that is promoting this review, to take the lead.
Clubhouse Repairs Estimate - Jim Calvert provided an estimate from Spears Renovations regarding some minor repairs needed to the clubhouse. After a brief discussion, the Board tabled the topic until at least one additional proposal is obtained. Bill Petry stated he would reach out to another contractor to obtain a bid.
Landscaping Spending Limit - Bill Petry stated that Texas Lawn Care has informed him that a new sprinkler controller is need at the Gatwick Entrance. Bill inquired on the spending limit that he is authorized to approve without Board approval. The correct process would be if it were a maintenance item requiring immediate attention a Board member has the authority to expense $250. If the cost is over $250 approval by two officers is required and the approval submitted for ratification at the next Board meeting.
ADJOURNMENT TO EXECUTIVE SESSION – With no further business to come before the Board, the meeting was adjourned into executive session at 8:21 P.M.
Delinquencies – Sixteen accounts are now on the trash suspension list.
The Board discussed a prior judgement that was granted to the Association in 2006 and renewed in 2016. The prior owner contacted the Association’s attorney to settle the judgement. After a brief discussion, the Board voted to deny the settlement offer.
Deed Restriction Enforcement – Jim Calvert reviewed the Enforcement Action Report with the Board. There was no action to be taken this month.
The Board discussed a neighbor-to-neighbor issue along Bucktrout Lane and instructed Crest to handle according to what was discussed.
Attorney Action Report – Jim Calvert reviewed the Attorney Action Report with the Board. There was no action to be taken this month.
ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 9:00 P.M.
The next Board meeting will be held on May 21, 2019 at the community clubhouse.
