The Annual Meeting of Members of Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 17, 2012 at 1602 Hoyt, Katy, Texas 77449 at 7:00 p.m.
Board Members in attendance were Floyd Ball, Cyndy Thompson, Walter Smith, Dave Ellis, Martin Spears and Don McClelland.
A quorum was qualified by representation in person and/or by proxy of two hundred thirty –seven (237) 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 vote to amend the By-laws. There were no objections either in person or by proxy. Therefore, a motion was made, seconded and unanimously approved to accept the amended and restated By- laws.
The second item on the agenda was the election of two (2) Directors to the Board. There were two (2) candidates on the ballot, Dave Ellis, incumbent and Walter Smith, 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 two (2) positions available and two (2) candidates the residents present voted the new directors by acclamation. Therefore, Dave Ellis and Walter Smith will be the new Board Members each to serve a three (3) year term to expire in 2015.
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 2011 mentioning the improvements that were made last year. These included a new security camera system, the re-plastering of the swimming and baby pools, a new roof for the clubhouse and the pool area building. Also the clubhouse has been painted inside and the restrooms have been remodeled. He went on to discuss the budget for 2012 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, seconded unanimously approved by the Members, it was:
RESOLVED, that any excess assessments for the taxable year 2012, 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 Mr. Ball recognized the volunteers that have been helping repair the perimeter fence and announced that the next scheduled work day is May 5, 2012. He also thanked Karen Mace for helping the Board by managing the tennis league contracts.
Open Forum
At this time there was a general question and answer period. Topics discussed were landscaping, mosquito spraying and the off duty officers
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 17, 2012 at 8:00 p.m. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Martin Spears, Dave Ellis, Cyndy Thompson and Don McClelland. Also in attendance were Dolores Sue representing Planned Community Management, Inc. (PCMI)
With a quorum being established, the meeting was called to order at 8:03 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, Landscaping and Flags
Dave Ellis – Communications (Website and Newsletter), Electrical Repairs, Keys, Pool and Clubhouse Repairs and Clubhouse Rentals
Martin Spears –Patrol Liaison
Cyndy Thompson – Deed Restrictions
Margaret Heichel – Welcoming of New Residents
MINUTES
The Board reviewed the minutes of the March 20, 2012 meeting. A motion to accept the minutes as written was made by Walter Smith seconded by Cyndy Thompson and unanimously approved.
With no further business the meeting was adjourned at 8:07 p.m. The next meeting will be May 15, 2012 at the community clubhouse
