The Annual Meeting of Members of Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 15, 2014 at 1602 Hoyt, Katy, Texas 77449 at 7:00 p.m.
A quorum was qualified by representation in person and/or by proxy of one hundred seventy two (172) members.
The Board President, Floyd Ball, served as chairperson and called the meeting to order at 7:00 p.m. He introduced Dolores Sue representing PCMI and Officer Wilburn from the Sheriff’s department. Officer Wilburn heads up the patrol service for the neighborhood. Floyd Ball introduced the Board members present: Gail Owen, Walter Smith, Dave Ellis, Larry Crain and Michael Wood. He explained that Martin Spears had attended earlier but had to leave prior to the meeting due to a schedule conflict.
The first item on the agenda was the election of three (3) directors each to serve a three (3) year term. There were three (3) candidates on the ballot, Floyd Ball, Larry Crain and Michael Wood.
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 seeking election, the residents present voted to elect the new directors by acclamation. Therefore, Floyd Ball, Larry Crain and Michael Wood will be the new Board Members each to serve a three (3) year term to expire in 2017.
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 2013 which were positive, largely as a result of improved collection of delinquent accounts and some one-time situations which resulted in reduced expenses during the year. He went on to discuss the budget for 2014, the present status of both the Operating and Reserve accounts and of outstanding delinquencies. He informed the meeting that if an operating deficit is to be avoided next year the increase in patrol hours approved in February will require an increase in the annual maintenance fee, breaking the four year run of holding the annual assessment at $700.
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 2014, 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:
Floyd Ball explained that the patrol service report was available for pick up at the meeting but that it can always be found on the community website each month. He mentioned that there had been a burglary in December, 2013, January, 2014 and February 2014, therefore the Board made the decision that while it was not budgeted it had been considered prudent for the Association to increase the patrol hours.
He also explained that the perimeter fence is the property of the Association and a group of volunteers chaired by Board Member Larry Crain replaces broken pickets and performs other minor repairs to extend its life. The Board is aware that some posts are rotten and in need of replacement. He also informed the meeting that a few homeowners on the perimeter of the subdivision have voluntarily replaced sections of the fence that back up to their home and that this has helped reduce the financial expense for the Association.
Larry Crain explained that perimeter fence repairs are performed on a case by case basis. Overall the fence is in fair condition and the worst areas are being addressed first. Further, he explained that when it becomes time for a major repair the Board intends to replace sections which will probably span a number of homes.
Floyd Ball acknowledged that delinquencies compared to this time last year are a little higher; however, the Board has approved demand letters being mailed in March. For those homeowners who are not on a current payment plan or paid in full, the trash will be suspended until the payment is received. Further, they will be turned over to the Association attorney, for legal collection action.
Michael Wood was introduced to describe the community events being planned. These are an Urban Wildlife Presentation on May 6, and a Bicycle Safety Rodeo to be held at Diane Winborn elementary school on May 17. These events are described in the May newsletter and emails will be sent out close to the respective dates of these events.
He further stated the Board’s intention of hosting further community events to improve communication within our neighborhood
Walter Smith, the architectural control chairperson, expressed his appreciation to everyone who has been submitting their architectural review applications for all modifications.
Floyd Ball mentioned that Walter Smith also serves on the Harris County Municipal District Number 61 (MUD 61) Board. Floyd also mentioned that in an effort to address the flooding that occurred in April 2009 at the south-east corner of Bucktrout, MUD 61 has purchased and demolished a home in that section to make way for the installation of additional storm drains. These drains will be designed to take excess water directly across Colonial Parkway and deposit it into the adjacent detention pond.
Open Forum
At this time there was a general question and answer period.
A resident asked if a map could be posted indicating where the burglaries occurred. This information is available via a link at the top of the Security page of the Association’s web page www.wsmaonline.org. This link is to a National Crime Report web site www.crimereports.com. Entering an address or just a zip code on this site brings up a map annotated with various types of crimes in the selected area over whichever consecutive 30 day time period is selected within the past 6 months.
There was a general discussion about traffic passing through the subdivision and how it has increased since the opening of the Grand Parkway. A resident asked if the Association could install gates and make our streets private so that people could not drive through. It was explained that because the school in our subdivision is public we cannot lock out people who have to attend it. Further one of the criteria for making streets private is that the entire community would need to be surveyed and it would require one hundred (100) percent of the homeowners and their mortgage companies to consent to the change. After this was obtained the petition would then be submitted to the County which could then approve or decline the request. Should it be approved the Association would be required to maintain all streets and drainage in the community. Considering the age of this infrastructure this would be a very expensive proposition. Making the streets private for the HOA to maintain is clearly NOT something that would be in our resident’s best interest.
A resident also wanted to have no-parking signs on the street especially on the entrances. The resident was told that this issue has been raised in the past and the County had declined the request.
There being no further business to come before the meeting, it was adjourned at 8:10 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 15, 2014 at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
Attendance
Board Members present were Floyd Ball, Gail Owen, Larry Crain, Dave Ellis, Walter Smith and Michael Wood. . Also in attendance was Dolores Sue representing Planned Community Management, Inc. (PCMI)
With a quorum being established, the meeting was called to order at 8:11 p.m.
Minutes
The minutes of the March 18, 2014 meeting were reviewed. A motion to accept the minutes as written was made by Gail Owen, seconded by Walter Smith and unanimously approved.
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
Michael Wood – Community Events
Margaret Heichel – Welcoming of New Residents
Eric Kolber – Flag Maintenance
With no further business the meeting was adjourned at 8:15 p.m. The next meeting will be May 20, 2014 at the community clubhouse at 5:30 pm.
