The Annual Meeting of Member of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, April 17, 2018 at 7:00 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were: Katy Hall, Dave Ellis, Chris Cox, Jim Calvert, Ed Shipley, Chase Wier, and Lisa Zirot
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 two hundred and seven (207) members. With a quorum being established, the meeting was called to order at 7:02 P.M.
APPROVAL OF MINUTES
The minutes from the March 20, 2018 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, Dave Ellis and C.O. Holt. 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 2017, the status of the finances as of March 31, the 2018 budget including 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. As a result of the Board’s decision to become a tax exempt organization early in 2017, there was a sales tax saving, principally on the large Texas Pride contract, that more than covered over-budget items in other areas. In the Maintenance category these included unanticipated costs to replace the sprinkler systems at both Colonial Parkway entrances following the County’s road paving project, the diagnosis and repair of a leak in the baby pool and the mandated replacement of the drain covers in the main pool. The saving also enabled the Board to replace the pool deck expansion joints, power wash and restripe the clubhouse parking lot and to make some landscaping improvements on the Royal Arms Court cul-de-sac island. Other expense categories which were over-budget were Professional Services, due to mostly higher legal expenses than were forecasted to collect on delinquent accounts, and Utilities where the water cost was excessive and has resulted in a cut-back of the irrigation schedule this year.
The final result was the Association closed out 2017 positive by $4,632 and with the $30 increase in the 2018 maintenance fee the state of the Association finances is excellent.
COMMUNITY OPERATIONS UPDATE
Katy Hall stated the Association renewed the security contract with the off-duty Sheriff’s deputies, and this year’s community events included the Memorial Day Parade and Splash Day, a Car Show and a National Night Out celebration. Upcoming social events will include a community-wide garage sale at the end of April and the 2018 Splash Day. This year Splash Day will be will be held on Saturday May 26 of the Memorial weekend and the Veteran’s parade will be moved until later in the year.
HOMEOWNER OPEN FORUM
At this time, there was a general question and answer period. Questions and answers were given during Community Operations. One resident wanted to thank the Board for their service and efforts.
The Annual Meeting was adjourned at 8:05 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.
The elected positions are as follows:
President – Chris Cox
Vice President – Ed Shipley
Secretary/Treasurer – Dave Ellis
Director – Jim Calvert
Director – Lisa Zirot
Director – Chase Wier
Director – C.O. Holt
Chairmen:
ARC Chair – Ed Shipley
Deed Restriction and Yard-of-the-Month Chair – Jim Calvert
Community Events – Chris Cox
Security Patrol Chair – C.O. Holt
Meeting Signs Chair – Ed Shipley
Email Communications, Website, Recreation Area and Landscaping – Dave Ellis
Welcoming Committee – Lisa Zirot (Note: Subsequent to the meeting Lisa has resigned from the Board)
Perimeter Fence and Flag Maintenance – C.O. Holt
With new President Chris Cox in the chair, the Board reviewed a proposal from Lisa Zirot to purchase 10 reusable signs to advertise periodic community-wide garage sales. This proposal was proposed by Chris Cox, seconded by Ed Shipley and unanimously carried.
ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 8:37 P.M.
The next Board meeting will be held on May 15, 2018 at the community clubhouse.
