The Annual Meeting of the Villages at Westminster Homeowners Association will be held on TUESDAY, DECEMBER 10 AT 6:00 PM, with check-in starting at 5:30. We will again meet at the James City County regional library at 7770 Croaker Road, Williamsburg. Be on the lookout for the large envelope of documents being sent out by Town Management. Several residents have already gotten theirs. In this package is the Notice of the meeting, with Agenda, as well as the proxy and ballots, plus an application for election to the Board of Directors. All of the documents are also contained in this post, with a few notes of explanation here.
This year's evening will be slightly different from the past ones. We first will have the regular Annual Meeting, with year-end business and election of two board members. If you cannot attend this meeting, you can (and we hope you will) submit a PROXY that allows someone else who is a member and who will be present to vote for you. That Proxy form can be submitted during drop-off times at the Clubhouse, or delivered in person or by mail to Town Management or to the person named in the proxy or any other Board member. A quorum of 20% (or 77) of our membership is required in order to conduct business, so it is important that either you attend or submit your proxy.
Immediately following the adjournment of the Annual Meeting, a Special Meeting of the Homeowners will be convened for the sole purpose of approving the amendments to our governing documents. This quorum requirement is 75% (or 286). If you cannot attend this special meeting, you can submit an ABSENTEE BALLOT with your vote indicated. If you will be attending the meeting, you will vote with the Ballot in your package. Again, we will be holding drop-off days at the Clubhouse, or you can deliver it to Town Management or a Board member. Additionally, a group of Ambassadors appointed by the Board will be canvassing the neighborhood to collect these and answer questions you might have if you are unable to drop off your Absentee Ballot prior to December 1. The Board's recommended amendments have been posted elsewhere on this website. Check out the Governing Documents tab in your search to find them.