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Extracted directly from Documents and Governing Policies files
Article 19
NOW THEREFORE, BE IT RESOLVED that in the interest of the community the following article is added to the Manual.
Section 19.01 Property Owner Responsibilities for Contractors
It is the responsibility of each property owner to ensure their contractors and service providers are aware of and follow all rules and policies while within the Subdivision. To ensure contractors and service providers coming into Westwood Shores conduct themselves accordingly, the following is a quick reference list and may not contain all relevant polices. Refer to the Complete POA Policy Manual for further information:
a. Must be authorized by a property owner- either by the “Guest List” on file at the Access Control gate or by a phone call from the property owner. Note: If not on an approved list, they will be denied access to the Subdivision.
b. Must adhere to all traffic laws and posted signs in the Subdivision.
c. No littering or dumping of lawn debris, shrubs, trees or any other trash on roads, in parks, greenbelts, lots etc. is allowed. Burning of material at any time is strictly prohibited.
d. Are not allowed to bring any animals into Westwood Shores.
e. Will not interfere with normal traffic flow on any road in WS. No work activity is allowed on the roads.
f. Construction hours: Construction hours are Dawn to Dusk. No work on the following days: New Years, Easter, July 4th, Thanksgiving and Christmas. Any exceptions to this must be approved by Management.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:55 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 18
NOW THEREFORE, BE IT RESOLVED that in the interest of the community the following article is added to the Manual.
Section 18.01 Parking on Common Roads
In order to maintain clean roads and perform necessary maintenance, pothole repair, road resurfacing and allow access for emergency vehicles, etc. parking on the roadways is not allowed. As defined in the RRC’s Section 2.02, The streets, roads and lanes shown on the Plats are dedicated to the restricted use of the public . . . Lanes are for the principal purpose of providing ingress and egress from the Lots which abut them: accordingly no cars or other vehicles shall be permitted to be parked or to stand nor shall other obstructions of any kind be permitted in such lanes. Also, as defined in RRC’s Section 4.01 (d), all dwellings must provide off-street parking for a minimum of two (2) vehicles.
Approved temporary parking: Visitors and Contractors are allowed.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:56 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 17
NOW THEREFORE, BE IT RESOLVED that in the interest of the community the following article is added to the Manual.
Section 17.01 Property and Common Area Maintenance
In accordance with RRC’s Section 4.09, all lots must be kept in a well-maintained, sanitary and attractive condition. These conditions will be determined by the POA Board of Trustees.
Discretion is based on standards set by the Community.
Examples: the use of tarps to cover roofs or items stored on a lot should be temporary, color to blend with the surroundings and are prohibited for permanent use. Emergency repairs are excluded for a period of 30 days. No littering (includes disposal of cigarette butts), no dumping of lawn debris, shrubs, trees or any other trash on roads, in parks, greenbelts, lots, etc. is allowed.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:57 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Articles 16
NOW THEREFORE, BE IT RESOLVED that in the interest of the community the following article is added to the Manual.
Trailers may be parked on a lot that is immediately adjacent to a property where the main structure is located, as long as all other requirements of the POA’s, RR&C’s and POA’s policies are complied with. Both lots must be owned by the same owner.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:58 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 15
NOW, THEREFORE, BE IT RESOLVED That in the interest of promoting development of the subdivision and thereby promoting protection of property values, the Association adopts the following policy regarding financial policies and procedures that protect the financial and physical assets of the Westwood Shores Property Owners’ Association:
I. Financial Assets
A. Internal Controls
1. Banking system requires a minimum of two (2) signatures on all checks and all Board of Trustees and Administrative staff approved by the Board of Trustees shall be signatories.
2. Bank and computer passwords are changed periodically, a minimum of every six months and as necessary after staff turnover.
3. Staff are cross-trained, so more than one staff member has the ability to monitor activity.
4. Authorized expenditure levels established as follows: Community Managers - $5,000.00 within approved annual budget by line item.
5. When feasible, competitive bids are obtained for expenditures in excess of $5,000.00, except in the case of an emergency situation.
6. Detailed and timely accounting records maintained separate from G/L entries.
7. Cash received must be kept in a locked safe until deposits are made to the approved banking institution. Deposit must be made when the balance of cash in the office is over $250.00.
8. Cash deposits will be delivered to the bank by Office Staff or approved Access Control Staff.
9. Receipts will be given for all cash transactions in the POA office and receipt books monitored by Community Managers and Assistant Community Manager.
B. Investment strategies to protect the funds of the Association, ensure that liquidity of funds considering are available to meet cash flow requirements and provide for prudent investments of funds considering the probable safety of capital and probable income to be derived.
1. Depository banks- comparative depository bank services and costs will be evaluated every two (2) years to ensure the best service/cost for the Association.
2. Depository banks’ FDIC limits and/or pledged securities should be recorded to ensure that all assets are protected.
3. Investment of cash balances in excess of $300,000.00 may be invested in the following:
a. Certificates of deposits issued by State and National Banks that have main and branch offices in Texas that collateralize in accordance with Texas State Law (Public Funds Investment Act).
b. Direct obligations of the United States: U.S. Treasury Bills, U.S. Treasury Notes and U.S. Treasury Bonds.
II. Independent Audit
A. An independent audit shall be made each year. Competitive bids for the audit firm should be obtained at least once every three (3) years.
III. Physical Assets
A. Appropriate inventories of equipment and holdings shall be maintained in all Department Locations.
B. Locks on all doors shall be changed as necessary after staff turnover.
C. Security cameras and alarm systems shall be in place in specified areas and default passwords will be changed immediately. Systems will be tested periodically, and a log kept of each test date and findings.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:58 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 14
NOW, THEREFORE, BE IT RESOLVED that in the interest of the safety of the subdivision, the Association adopts the following policy regarding unauthorized access to Westwood Shores POA:
Westwood Shores is a gated community. Entrance to Westwood Shores and its adjacent communities of Trinity Pines Village, Salt Creek Acres, and Daniels Property is monitored by the Access Control staff. All entry to Westwood Shores and these adjacent communities from FM 356 or other contiguous properties must be through the Access Control Gate, or a temporary entrance that may be established and monitored by Access Control Staff. Property owners will be subject to the POA fine policy for any violation of this policy by either the property owner, their family member, or their guest.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:59 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 13
NOW, THEREFORE, BE IT RESOLVED that in the interest of promoting development of the subdivision and thereby promoting protection of property values, the Association adopts the following policy regarding assessments applicable to owner/builders who wish to build a spec home:
A “spec home” is defined as a house built by a builder for the purpose of resale and not for their personal occupancy.
Owners/builders who wish to build a spec home must first apply for approval of the home construction plans by the ACC. The builder approved for a spec home must follow all current ACC Rules and Regulations, including no dirt work nor cutting of trees before ACC approval is received.
Once plans for said spec home are approved in accordance with all dedicatory instruments of the Association, the owner/builder may apply for a waiver of assessments for said lot(s) (a building site) for a period not to exceed twelve (12) months from the first of the month following approval. Assessments for an approved spec home must be paid during the construction process and will be refunded upon completion of the home not to exceed twelve (12) months, or sale of the home.
In order to qualify the owner/ builder must:
a. Sign a release acknowledging that should said spec home become occupied by the owner/builder or without a transfer of deed within five (5) years after completion of construction, any issued waiver will be rescinded, and all back assessments shall be due and payable immediately.
b. Be current and permanently remain current on all assessments, charges, fines, or fees commensurate with property ownership on all lots to which the owner/ builder is a party to ownership. Failure to remain current on all lots to which the owner/ builder is a party to ownership will result in the waiver being rescinded and all back assessments becoming due and payable immediately.
c. Have no outstanding deed restriction violations on any lot to which the owner/ builder is a party to ownership.
d. Have approval for all plans pertaining to the spec home from the ACC.
e. Be a foreclosed or delinquent lot at time of purchase.
f. Not have more than 4 approved spec home projects at one time.
If the owner/ builder meets all of the preceding criteria as verified by Management, the Board of Trustees authorizes a waiver of assessments for said lot(s) for a period not to exceed (12) months. An approval/denial letter will be issued by Management within 10 business days of application. If denied, said letter will state the specific qualification(s) which prohibited the owner/ builder from being approved. If approved the waiver of assessment reimbursement will be made when the home is complete, and the compliance deposit (if any remains) will be returned. Should construction fail to be completed by the end of the 12th month, the waiver will not be extended regardless of any extensions granted by ACC approval. Should the house fail to sell by the end of the 12th month, the waiver will not be extended. If the construction of approved Spec Home has not begun or arrangements made to do so by the end of the 12th month waiver period will result in the waiver being rescinded and all waived and current assessments become due and payable immediately.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 1:59 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 12 Wildlife
WHEREAS, the feeding of wildlife constitutes a means to attract an unnatural population of both species and abundance; and
WHEREAS, the overabundance of wildlife and attraction of species not naturally occurring within a populated, residential community poses both a safety and a health hazard to residents; and
NOW THEREFORE, the Association, through its Board, defines the feeding of wildlife, with the exception of birds, as a nuisance and annoyance to the Subdivision, subject to fines and penalties associated with the violation of the RRC as outlined in the governing documents.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 2:00 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 11
The Association, its Board and officers, its manager, employees, agents and/or its attorneys, (“Association and related parties”) shall not in any way be considered an insurer or guarantor of security within the property or on the lakes.
Neither shall the Association and related parties be held liable for any loss or damage by reason of failure to provide adequate access control nor ineffectiveness of access control measures undertaken.
Unit Owner and Tenants on behalf of themselves, all occupants of the unit being leased or rented, guests and invitees of any unit Owner or resident, as applicable, acknowledge that the Association and related parties do not represent or warrant that any fire protection, burglar alarm systems, access control systems, patrol services, surveillance equipment, monitoring devices, rules and regulations, or other security systems or procedures (if any are present) will prevent loss by use of the lakes, fire, smoke, burglary, theft, hold-up or otherwise, nor that fire protection, burglar alarm systems, access control systems, patrol services, surveillance equipment, monitoring devices rules and regulations, or other security systems or procedures will in all cases provide the detection or protection for which the system or procedure is designed or intended.
Unit Owner and Tenants, on behalf of themselves, all occupants of the unit being leased or rented, guests and invitees of an unit Owner or Tenants, as applicable, acknowledges and understands that the Association and related parties are not an insurer and that each unit Owner, Tenants and occupant of any unit and on behalf of themselves and their guests and invitees assumes all risks for loss or damage to persons, to units and to the contents of units and further acknowledges that the Association and related parties have made no representations or warranties nor has any unit Owner or Tenants on behalf of themselves and their guests or invitees relied upon any representations or warranties, expressed or implied, including any warranty of merchantability or fitness for any particular purpose, relative to any fire protection, burglar alarm systems, access control systems, patrol services, surveillance equipment, monitoring devices, rules and regulations, or other security systems or procedures recommended or installed or any security measures or procedures undertaken within the property.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 2:02 PM ]
Anyone in the world
Extracted directly from Documents and Governing Policies files
Article 8
Section 8.01 Time Period of Record Retention
NOW THEREFORE, in order to comply with Texas Property Code Section 209.005(m), the Association hereby adopts the following Records Retention Policy:
The Association shall maintain its records as follows:
|
RECORD |
RETENTION PERIOD |
|
Certificate of Formation/Articles of Incorporation, Bylaws, Declarations and all amendment to those documents. |
PERMANENT |
|
Association Tax Return and Audits |
SEVEN (7) YEARS |
|
Financial Records |
SEVEN (7) YEARS |
|
Account Records of Current Owners |
FIVE (5) YEARS |
|
Contracts with a term of more than one year |
FOUR (4) YEARS AFTER CONTRACT EXPIRES |
|
Minutes of meetings of the Owners and Board |
SEVEN (7) YEARS |
Records not listed above are not subject to retention. Upon expiration of the retention date, the applicable records may be destroyed.
Section 8.02 Records Production
NOW THEREFORE, in order to comply with Texas Property Code Section 209.005, the Association hereby adopts the following Records Production Policy:
1. Copies of Association Records will be available to all Owners upon their proper request and at their own expense. A proper request:
a. is sent certified mail to the Association’s address as reflected in its most recent management certificate; and
b. is from an Owner, or, if authorized in writing by the Owner, the Owner’s agent, attorney, or certified public accountant; and
c. contains sufficient detail to identify the Records being requested.
2. Owners may request to inspect the Records OR may request copies of specific Records.
3. If the Owner makes a request to inspect the Records, then the Association will respond within 10 business days of receipt of the request, providing the dates and times the Records will be made available and the location of the Records. The Association and the Owner shall arrange for a mutually agreeable time to conduct the inspection, and the Owner shall pay all labor costs associated with location and compilation of requested Records prior to commencement of said inspection. The Association shall provide the Owner with copies of specific documents requested during the inspection upon the Owner paying the Association the cost thereof.
4. If the Owner makes a request for copies of specific Records, the Association shall, within 10 business days of receipt of the Owner’s request, send a response letter advising on the date that the requested copies will be made available (must be available within 15 business days of the response letter) and the cost the Owner must pay before the requested copies will be provided. Upon the Owner paying the cost of producing the requested copies, the Association shall provide the requested copies to the Owner.
5. The Association hereby adopts a schedule of cost to reflect the cost dictated by Texas Administrative Code, Section 70.3 to be reviewed periodically for consistency with Texas Administrative Code, Section 70.3 and posted in the administrative office and available online.
6. If the estimated cost provided to the Owner is more or less than the actual cost of producing the documents, the Association shall, within 30 days after providing the records, submit to the Owner either an invoice for additional amounts owed or a refund of the overages paid by the Owner.
7. Unless authorized in writing or by court order, the Association will not provide copies of any records that contain the personal information of an Owner, including restriction violations, delinquent assessments, financial information, and contact information other than the Owner’s address.
EXCERPT: WESTWOOD SHORES PROPERTY OWNERS’ ASSOCIATION COMPLETE POA POLICY MANUAL
SIXTH EDITION
[Adopted 11/25/2024]
[ Modified: Thursday, 15 May 2025, 2:03 PM ]