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West Creek Estates
Voluntary Home Owners Association
Standing Board Rules as of July 15, 2009
1. West Creek Estates VHOA Purpose. The purpose of this organization is to promote the common
good and welfare of the residents in West Creek Estates. This will be achieved
by coordinating efforts to improve and maintain the safety of its
residents, the appearance of our neighborhood as well as to provide the
opportunity for residents to meet and socialize on a voluntary basis.
2. Character. The
VHOA has no real property and is a totally voluntary, unincorporated, nonprofit
association of neighbors.
3. Location of West Creek Estates. West Creek Estates is located in Plano, Texas, and
encompasses the subdivision homes within the area bounded by Greenfield, Legacy
Drive, Springfield and Amethyst Lane.
Membership in the Association is open to all residents in West Creek
Eligibility for membership shall not be limited by race, color,
national heritage, sex, or religious preference.
Section 3. Residents who have paid their annual dues by the
annual VHOA meeting July are entitled to one (1) vote for each
household and are eligible to serve as elected officers or chairs of
the permanent committees.
Article 5. Principal Office.
The principal office
of the VHOA shall be located in the home of any of the Executive Board members
during their term of office. This designation is for convenience only and has no
legal effect upon the real property of any VHOA Executive Board member.
Article 6. Funds. The funds of the VHOA shall be derived from annual dues
paid by members of the Association and monies received from such functions as
the VHOA establishes to obtain funds. The disbursement of these funds shall be
done pursuant to an annual budget.
Article 7. Annual Dues.
Annual dues shall be set as part of the yearly budget presented at
the January meeting and are due at or before the annual meeting in
July. The fiscal year will be January 1 through December 31.
Section 2. There shall be no refund of dues to members
leaving the HOA.
Article 8. Records. This
VHOA shall keep
correct and complete records of account for at least three years after the end
of each fiscal year and shall make them available to the members of the VHOA for
inspection and copying upon request.
Article 9. Executive Board.
The Executive Board shall consist of the Officers and the Chairs of
the Permanent Committees, who shall be elected by a vote of the
members at the July annual meeting.
Section 2. Executive Board members shall, at all times, act
in the best interest of the VHOA, and shall represent the majority
interest and desires of the membership. If a Board member is called
to vote on a matter and a conflict of interests exists, the member
shall excuse himself or herself from voting on that matter.
Section 3. Executive Board members shall serve a term of two
(2) years or until a successor is duly elected or appointed. Any
Board Member may be elected to serve no more than three (3)
consecutive terms in an office or hold more than one office at the
Section 4. If an Executive Board position is vacated, the
Executive Board shall appoint a replacement.
Section 5. An Executive Board member may be removed from
office by a majority of the votes cast at a general meeting of the
Article 10. Officers
shall have the following officers: a President, a Vice President, a
Secretary, a Parliamentarian and a Treasurer.
Section 2. The President (or VP if the President is absent)
shall call and preside at all meetings of the members and shall have
the authority to represent the VHOA in its relations with other
persons and organizations.
Section 3. The Vice President shall perform the duties of the
President whenever that officer is absent or otherwise unable to
perform the duties of the office. The Vice President shall monitor
meetings of governmental agencies and alert the Executive Board
about issues affecting the zoning, schools, safety, or beauty of the
area. The Vice President may be assigned specific duties of an
interim nature by the President.
Section 4. The Secretary shall maintain a roster of the VHOA
members, record minutes of all meetings, and perform such other
duties as may be assigned by the President.
Section 5. The Treasurer shall collect all dues and other
monies, have custody of the VHOA funds, pay all bills in a timely
manner, keep an accurate record of all receipts and expenditures,
and prepare a written financial report for Executive Board meetings
and meetings of the members. Documented requests for expenses shall
be submitted to the Treasurer who may approve or disapprove. The
Treasurer may also lead any membership drive activities to increase
The Parliamentarian shall consult and advise presiding officers on
matters of parliamentary procedures. Presides over general meetings
and assists with general elections.
Article 11: Permanent Committees
permanent committees shall be established:
Maintenance and Beautification Committee.
The primary objective of this committee shall be to
enhance and maintain the appearance of the subdivision
entryways. It may address the appearance of the areas
adjacent to the neighborhood along Hoblitzelle Park, as
needed. The Chair of this committee is empowered to
solicit bids for work, exercising prudent and reasonable
judgment in selection of vendors. No vendor shall be
selected without proof of insurance. Volunteers for
clean-up work shall rely upon their own personal
insurance as the Association waives all responsibility
for personal injury incurred during such activity.
2) Crime Watch Committee. This committee,
consisting of the Chair (also known as the Coordinator)
and Block Captains, shall follow the guidelines of Crime
Watch in Plano, Texas, including implementation of a
3) Communication Chair/Committee. This committee
shall publish and distribute a neighborhood newsletter
and update neighborhood signage. This committee shall
also be responsible for distributing printed information
about meetings and special events to the members. It
shall be responsible for contacting members about events
or information as directed by the President. In
addition, this committee shall update and maintain
information listed on
Welcoming Chair/Committee. This committee shall
visit each new resident in West Creek Estates and invite
them to join the VHOA. It shall also maintain a
membership directory, to be updated by the Secretary
each year. This chair/committee can work with
Treasurer for the purpose of boosting VHOA membership.
Social Chair/Committee. This committee shall arrange
for at least one social event a year for the VHOA
including at least one Block Party but may also include
Spring Fling, Garage Sale and holiday celebrations.
Nominating Committee. This shall be a special
committee assembled by the executive officers to assist
with obtaining nominations and volunteers to fill future
Board positions as terms for current Board positions
Chair of each committee shall report the committee's
activities at Executive Board meetings and meetings of
the members. Written reports are not mandatory but may
be submitted to the Secretary.
Article 12: Special Committees.
The Executive Board may appoint
a special committee to address short-term or unusual situations. The President
may select a Chair for the special committee.
Article 13: Meetings.
of the members shall be held at least twice a year (January and
July). There shall be an annual meeting in July to present the
annual budget and to elect officers and permanent committee chairs.
Section 2. Time and place of meetings shall be determined by
the President. The meeting time, place and agenda shall be published
in an Association newsletter or similar publication and delivered to
all members at least one (1) week in advance. Signs may be posted at
entryways one (1) week prior to meetings.
Section 3. Special meetings of the members may be called by
the President upon proper notification as to time and place. Such
notification shall contain the reasons for the special meeting and
normally will be scheduled no earlier than one (1) week after
notification. However, emergency meetings may be called with
notification of only twenty-four (24) hours.
Section 4. The Executive Board shall meet quarterly.
Section 5. Each HOA member household is entitled to one (1)
Article 14: Amendments.
Amendments to these standing board rules may be
proposed by any member. A proposed amendment must be presented in a written
petition clearly stating the purpose and anticipated result of the requested
change. After approval by the Executive Board, the proposed amendment will be
published in the agenda for the next scheduled meeting of the members. Adoption
of the proposed amendment requires a majority vote (at least 3/5) of the votes
Article 15: Dissolution. The VHOA may be dissolved by majority vote (at
least 3/5) of votes cast during a general meeting of the members. Upon
acceptance of dissolution, the Treasurer will provide an accounting of the VHOA,
and any surplus funds will be contributed to the Plano Public Library System.