The Annual Meeting of Members of Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 21, 2015 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 eighty six (186) members.
The Board President, Floyd Ball, served as chairperson and called the meeting to order at 7:00 p.m. He introduced the Board of Directors: Michael Wood who is the community events Director, Walter Smith who is Vice-President and the Architectural Chairperson, Dave Ellis, Secretary and Treasurer and clubhouse coordinator, Larry Crain is the Directors in charge of Landscaping and perimeter Fence, Gail Owen who was unable to attend is the Deed Restriction chairperson and Martin Spears who was unable to attend is the Sherriff Liaison. Representing PCMI was Dolores Sue and Kim Barker and Officer Wilburn from the Sheriff’s department. Officer Wilburn heads up the patrol service for the neighborhood.
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, Dave Ellis and Walter Smith.
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, Dave Ellis and Walter Smith will be the new Board Members each to serve a three (3) year term to expire in 2018.
At this time a homeowner, Mr. Chavez volunteered to seal the envelope with all the proxies and sign in and sign across the sealed envelope ensuring no one tampered with the vote. This is in accordance with Texas State Law.
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 2014 which were positive as a result of improved collection of delinquent accounts and an insurance check that was not expected. He went on to discuss the budget for 2015, 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 annual assessment rate may have to be increased. He discuss the perimeter fence and explained that the Board does try and replace pickets with a volunteer group to save the Association funds but at some point larger amounts of fence will need to be replaced due to its age.
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 2015, 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:
Michael Wood reported that there is a Community Activity Task Force and he was excited to have so many attend its first meeting. The committee discussed approximately 30 possible events that could be held to provide activities for the entire neighborhood. At the present time the following events have been planned:
1 – Splash Day – May 25, there will be parade honoring our service men and women. At this event the Swim Team will have food available for purchase with proceeds to support team activities.
2 – National Night out in October – last year’s National Night was a huge success and Michael invited those present to join the task force to help in this community endeavor.
3 – An Event for Men
4 – An Event for Women – Carols and Cookies
He explained the committee can use all the help they can get and encouraged homeowners to get involved.
Floyd Ball explained that everyone needs to pay their maintenance fees and those who don’t are first sent a demand letter. The $20 fee for this is added to their account. If they do not pay or get on a payment plan they will be referred to the Association attorney for legal action. If an account goes to the Association attorney the initial fee is no less than $150.00 and the longer the resident delays payment the more the legal fees mount up for the delinquent homeowners to pay. He also explained homeowners who have received demand are not eligible for the pool, clubhouse and the garbage collection is cut off for non-payment after the notice period. Legal fees can exceed the initial maintenance fee by multiple times, so the Board strongly encourages property owners to work out a payment plan with PCMI ASAP before the account is sent to the Attorney for collection.
Open Forum
At this time there was a general question and answer period.
A resident asked if there was a heavy trash day. The answer was heavy trash day can be either Monday or Thursday. Further, heavy trash and lawn clippings must be placed at the curb. All tree trimmings must be cut, tie and bundled for the trash company to pick them up. It was explained that all the information is on the web site.
This resident also wanted to know if the trash company furnished trash cans. The answer was no you purchase your own but a recycle bin can be delivered at no charge, just inform PCMI you would like to have one.
There was a question about the plan on replacing the perimeter fence. The Board explained there is no date to replace the entire fence. They are inspecting the fence regularly and replacing as needed. This is an on-going project.
A resident asked if the Association could place an additional handicap parking space at the recreational area. The Board stated that this will be added to the agenda of its May Meeting.
There was a resident present who is concerned about the wireless smart meters that have been installed in our homes. She stated that the radiation they are emitting is injurious to health and can create fires. This homeowner has purchased a device to detect radiation levels and she demonstrated this at the meeting. She is on a task force committee to have smart meters removed and wants to promote awareness of the problem. She informed the meeting that residents can opt out of the smart meter program and that there is information on the CenterPoint web site regarding this option. (See http://www.centerpointelectric.com/cehe/smartmeters/optout/). At this time she passed out brochures and CD’s for people to take home and review.
At this time a motion was made by Walter Smith to adjourn the meeting. This was seconded by Michael Wood and unanimously approved..
The Meeting was adjourned at 8:06 and those residents interested were invited to stay to attend to a Board meeting to immediately follow at which Association officers would be elected.
A meeting of the Board of Directors of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 21, 2015 at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Floyd Ball, Dave Ellis, Walter Smith, Michael Wood, and Larry Crain. Also in attendance was Dolores Sue and Kim Barker representing Planned Community Management, Inc. (PCMI)
With a quorum being established, the meeting was called to order at 8:11 p.m.
The purpose of the meeting was to elect the officers for the 2015-2016 year
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 8:16 p.m. The next meeting will be May 19, 2015 at the community clubhouse at 5:30 pm.
