The Annual Meeting of Members of Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 20, 2010 at 1602 Hoyt, Katy, Texas 77449 at 7:00 p.m.
Directors in attendance were Dave Ellis, Linda Moore, Don McClelland, Floyd Ball and Lance Gordon. Also in attendance representing Planned Community Management Inc. was Dolores Sue.
A quorum was qualified by representation in person and/or by proxy of one hundred ninety two (192) members.
The Board President served as chairperson and called the meeting to order at 7:00 p.m. He introduced the Board Members present.
The first item on the agenda was the election of two (2) Directors to the Board. There were three (3) candidates on the ballot, Linda Moore, incumbent; Cliff Johnson, incumbent and Martin Spears, candidate.
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 and call for the vote.
Each candidate present introduced themselves to the residents. Cliff Johnson was not in attendance. With the votes counted Mr. Gordon announced that the new Board Members would be Linda Moore and Martin Spears, each to serve a three (3) year term to expire in 2013.
Lance Gordon asked for volunteers from the residents to verify the vote count.
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 2009 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 and unanimously approved by the Members, it was:
RESOLVED, that any excess assessments for the taxable year 2010, 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.
At this time the Board presented the community operations update. Lance Gordon, the President, explained that the current trash collection contract with WCA ends on June 30 and the Board has reviewed two (2) proposals for the continuing provision of the trash collection service. Due to the lower price of diesel fuel WCA is offering a renewal price that is less than the current contract and includes a continuation of the recycling service at a competitive rate. WCA is also offering an alternative recycling approach that would, perhaps, encourage greater participation in the recycling program. This new approach uses forty Eight (48) gallon recycle containers in place of the current ones that have an 18 gallon capacity. These containers have wheels and are thus much easier to handle. They will be made available to residents who wish to purchase them for a one-time fee of $48.00 per container. This approach would allow the Board to continue to provide the recycling service for the same cost as with the current 18 gallon containers because the cost of delivering the new 48 gallon containers to all residences, including to those residents who will not use them, is eliminated. Homeowners who wish to continue recycling with their current containers will be allowed to do so as at present. The Board will discuss this in the May meeting when a decision on the contract renewal will be voted on.
At this time the floor was opened for homeowner discussion. Among the topics were ideas on making the subdivision friendlier. There were a number of suggestions including having some community events; to reinstating the Yard of the Month program; installing signs to better advertise the annual meeting etc. The Board explained that the reason the Yard of the Month program was discontinued was because a majority of people chosen would not answer the door and there was no phone number on file for many as they no longer are using land lines. However, the Board did agree to put this as a topic for the May Board meeting. Another suggestion was to have the association sponsor the swim team. Sponsorships are available. The Board agreed to have this as a topic of the May board Meeting also.
There was also discussion of the current security patrol service, the price for which is currently escalating. Some residents were in favor of a crime watch system as a way of supplementing the activities of the deputies, who by contract are not available on a 24/7 basis.
A homeowner present expressed concern to the Board that there are too many items that remain on the Board’s agenda for too many months without action and suggested consideration of a procedure that would reassign responsibility for such actions if the Board member responsible was unable to close the item after a defined period. The Board agreed to discuss this issue at the May meeting.
A resident requested having temporary signs explaining the election dates and places to vote on the Municipal utility District Board (MUD) be allowed. The Board agreed that signs can be placed to give the location and dates of the voting and explained signs must be removed after the election.
There being no further business to come before the meeting, the meeting was adjourned at 8:35 p.m.
