The Annual Meeting of Member of the Williamsburg Settlement Maintenance Association, Inc. was held on Tuesday, August 18, 2020 at 7:00 P.M. at the Williamsburg Settlement clubhouse, 1602 Hoyt, Katy, Texas 77449.
ATTENDANCE
Board Members present were Chris Cox, Dave Ellis, CO Holt, Jim Calvert, Ed Shipley, and Bill Petry.
Also, in attendance was Cindy Bojé, representing Crest Management.
A quorum was qualified by representation in person and/or by proxy of one hundred and two (102) members. With a quorum being established, the meeting was called to order at 7:00 P.M.
APPROVAL OF MINUTES
The minutes of the July 21, 2020 Board of Directors Meeting were presented, and a motion was made, seconded and unanimously approved to accept the minutes as written.
Ratification of Decisions taken by email vote since the last board meeting
a.
Approval of the MUD 61 Phase II Re-piping Equipment Storage Request
b.Approval of the 2019 Audit Report
A motion was made, seconded, and unanimously carried to ratify the above items voted on by the Board outside of a Board meeting.
ELECTION OF DIRECTORS
The next item on the agenda was the election of four (4) directors. Three positions will each be for a three (3) year term and one position will be to fill a director vacancy the term of which expires in 2022. There were four (4) candidates on the ballot, Chris Cox, James Kelley, Bill Petry, 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 no further nominations, a motion was made, seconded and unanimously approved to elect the four candidates by acclamation. Chris, Bill and Michael will serve until 2023 and James Kelley will serve until 2022.
FINANCIAL PRESENTATION
The next item on the agenda was the Association financial report a copy of which was included in the members’ packets. The report was presented by Dave Ellis, the Treasurer. He reminded those present that the Settlement has both an Operating and a Replacement account, the latter being the repository for the capital reserve which is required to fund the periodic replacement of the Association’s infrastructure as items reach the end of their operating lives. He then presented the 2019 budget followed by the financial results for the year showing performance compared with that predicted. He continued by describing the results of the reserve study performed by Association Reserves in September 2019 explaining how it is used to determine the required reserve funding level and the required ongoing reserve contribution rate.
He concluded by stating that he Association’s finances are in excellent health. 2019 was closed out with an expense underspend of a little under $5,000 and a capital reserve funding level of 98%.
COMMUNITY OPERATIONS UPDATE
CO Holt informed the members that the Association has completed several projects this year including the addition of new shade structures over the playground along with new mulch. Clubhouse improvements included the replacement of the windows and the big room HVAC system. He also mentioned the swim team’s installation of a trophy case in the hallway leading to the pool. CO stated that future projects will include improvements to the big room acoustics and lighting, and the addition of irrigation systems and landscape improvements to the remaining islands in the MUD 61 service area as MUD 61 provides water to these islands as part of its phase II re-piping project.
HOMEOWNER OPEN FORUM
At this time, there was a general question and answer period covering various topics including the Exterior Modification Request process and the request for license plate reading cameras to be installed by the Association.
The Annual Meeting was adjourned at 7:42 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 and responsibilities assigned.
BOARD MEETING
The meeting was opened, and nominations for the various positions were made and voted on.
The resulting officer assignments and responsibilities were as follows
Officers:
President – C.O. Holt
Vice President – Bill Petry
Secretary/Treasurer – Dave Ellis
Other Directors:
Director – Jim Calvert
Director – Chris Cox
Director – James Kelley
Director – Michael Wood
Subcommittee Chairs:
Architectural Review Committee – Jim Calvert
Deed Restriction and Yard-of-the-Month – Jim Calvert
Landscaping – Bill Petry
Community Events and Christmas Decorations – Chris Cox and Michael Wood
Security Patrol – James Kelley
Perimeter Fence – Bill Petry
Email Communications, Website, and Recreation Area Operation and Maintenance – Dave Ellis
Meeting Signs – Michael Wood
Board Meeting Room Set up – Bill Petry
Flag Maintenance – James Kelley
New Resident Welcoming Committee – Michael Wood
Subsequent to the meeting, Chris Cox was assigned responsibility for electronic surveillance.
ADJOURNMENT
With no further business to come before the Board, the meeting was adjourned at 8:12 P.M.
The next Board meeting will be to establish the 2021 budget and will be held on September 15, 2020 at Crest Management’s office.
