-l ululu[[ruluu\lullu]uill CORPORATE CERTIFICATE The undersigned certifies that he is the President of Del Lago Estates Property owners Association (the "Association"). The Association is the property owners' association for del Lago Estates, a subdivision in Montgomery County, Texas, according to the map or plat thereof recorded in the Map Records of Montgomery county, Texas (the "subdivision")' The Association is a Texas non-profit corporation, and a true and correct copy ofthe Records Retention Schedule of Del Lago Estates Pioperty Owners Association is attached to this certificate as Exhibit "A."
Signed this[- day of Augu st,2012.
DEL LAGO ESTATNS PXOPBRTY OWNERS ASSOCIATION STATE OF TEXAS couNTY OF MONTGOMERY $ SryORN To AND SUBSCRIBED BEF6RE ME on,6.E-dayofAugust,zo!2,byE' J' GtJzzo,President of DBt- LAGO ESTATES PROPERTY OWNTnS ASSOCnUOU' a Texas non-profit corporation, on behalf of said corporation'By: cHERYt, G()El{ef NotarY Pu61ic-, ' srArE oF TE)cSi', Ml Comor Ero 03'ldlo$ Corporate Certif-20 1 2-Records Retention Sched'wpdPage I of 2 THE STATE OF TEXAS couNTY OF MONTGOMERY $ This instrument was acknowledged before me on theR. day of Augu st,20l2,by E' f' GtJzzn,President of Dgr LAGO ESTATES PROPERry OWI.\IERS ASSOCIATION, a Texas non-profit corporation, onbehalf of said corporation. r,.'-"i;t'r''rr;;"'.
AFTER RECORDING fIETURN TO: Bryan P. Fowler The Fowler Law Firm 300 West Davis, Suite 510 Contoe, Texas 77301..,.,'t'l'lll;;,,.,.
Notary Public -, "STATE OF TEXAS M)'Co$n E\P 03'17-20J1 Corporate Certif-2012-Records Retention Sched'wpdPage2 of 2 RECORDS RETENTTON SCHEDULE OF WHEREAS, the property affected bythis Records Retention Schedule is subject to certain
M)'Co$n E\P 03'17-20J1 Corporate Certif-2012-Records Retention Sched'wpdPage2 of 2 RECORDS RETENTTON SCHEDULE OF WHEREAS, the property affected bythis Records Retention Schedule is subject to certain dedications, covenants and restrictions (the'Declaration") as set out in instruments recorded in the official Public Records of Real Property at Montgomery county, Texas; and WHEREAS, pursuant to the authority vested in the Del Lago Estates Property owners Association (the "Association") in the Declaration and as required by the TnxeS PROPERTY CODE' the Board of Directors of the Association (the "Board") herebypromulgates the following Records Retention Schedule; and $IIEREAS, the Association keeps books, records of account, minutes, bank records', tax information, insurance records, real estate records, and other information, in the regUlar course of its business; and WHEREAS, the Board desires to set a schedule for retaining such records and other information maintained by the Association; and WHEREAS, it is desirable to set a reasonable records retention schedule to maintain control, effective record keeping, and to effectively conduct the Association's normal business' NOW, THEREFORE, BE IT RBSOLVED that the following records retention schedule is established bY the Association: CONPON,A.TT ..LEGAL,, DOCT]MENTS & RECORDS The following records are to be retained permanently: . Articles of Incorporation / Certificate of Formation ' Bylaws. Restrictive Covenants / Declaration . Amendments to the Articles of Incorporation / certifrcate of Formation . Amendments to the BYlaws . Amendments to the Rlstrictive Covenants / Certificate of Formation . Deeds for Association ProPerlY . Amexation Records. Plats. Management Certificates Del Lago Estates Property Owners Association
s . Amendments to the Rlstrictive Covenants / Certificate of Formation . Deeds for Association ProPerlY . Amexation Records. Plats. Management Certificates Del Lago Estates Property Owners Association Records Retention Schedule:2OI2 wpdEXHIBIT II.CORPORATE FINANCIAL [TECORDS The following Financial Records and Reports shall be kept for seven (7) years: . Check Register. Trail Balance. Prepaid/Accounts Receivable . lncome Statements. Detailed General Ledger. Accounts Payable. Bank Statements/Bank Reconciliations / cancelled Checks ' ApprovedAnnualBudget. Annual Assessment Roll and sample of a typical assessment statement . Year End Audits / Tax Returns MINT].TES OF MEETINGS The following records are to be retained for seven (7) years: . Approved Minutes of Board Meetings . Appro,red Minutes and Records of ACC Meetings . Approved Minutes of Committee Meetings . Approved Minutes of Annual and Special Meetings of Members ACCOUNT RECORDS OF CT]RRENT OWNERS: Account records shal1 be kept for five (5) years' Col,trRAcrs: Contracts with a term of more than one (1) year are to be retained for four (4) years after contract exPiresvI. RECOMMENDED RETENTION FOR orrrun conponn'rE RECORDS (in alphabetical order): Bids/Proposals: Information related to solicitations for bids or proposals shall be retained for three (3) years after the origination date or for as long as the information is deemed useful.III.
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Del Lago Estates Property Owners Association Records Retention Schedule-20 1 2'wpdPage 2 of 5 Board FileslPackages from board meetings: Other documents included in the Board package shall be retained for three (3) years.
Budget Support files: Financial reports associated with the development of the
FileslPackages from board meetings: Other documents included in the Board package shall be retained for three (3) years.
Budget Support files: Financial reports associated with the development of the annual budget shall be kept for three (3) yearc after the year for which they were prepared.
Committee Files (agendas, meeting notes, etc.): Minutes of committee meetings shall be permanently retained. Other documents need only be retained for three years or as long as deemed useful to the Committee with respect to an on-going project.
Contracts With a Term of Less Than One Year: Four (4) years after the date the contract is terminated. If a warranty is expressly provided in the contract, the contract shall be retained for a period of five (5) years after the date the warranfy expires.
Correspondence: General Correspondence, not in relation to particular property or properly owner shall be retained for five (5) years after the origination date or for as long as the information is deemed useful, whichever is longer.
Insurance Claims (Settled): Settled insurance claims shall be retained for frve (5) years after the date the claim is settled.
Insurance Policies (Expired): Expired insurance policies shall be retained for five (5) years after the date the policy terrninates.
Litigation Files (Settled): Settled litigation files shall be retained for five (5) years after the date the matter is finally concluded; however, if the suit is in regard to a deed restriction suit in which a permanent injunction was obtained, the judgment shall be retained as long as it is in effect (which will usually be as long as the owner who was sued owns or occupies the property).
Legal Opinions: Opinions rendered by the Association' s attorney shall be retained permanently.
it is in effect (which will usually be as long as the owner who was sued owns or occupies the property).
Legal Opinions: Opinions rendered by the Association' s attorney shall be retained permanently.
Legal Status Reports: Routine monthly or quarterly status reports from the Association's attomey shall be retained for three (3) years.
Newsletter / Directories / lnserts / Website Information or other electronic publications of the Association: One (1) copy of each newsletter, directory, etc', .hu1b.p".*anentlyretained. Othercopies ofanewsletter, etc. neednotbe retained for any length of time.
Del Iago Estates Properly Owners Association Records Retention Schedule--20 I 2.wpdPage 3 of 5 Personnel Records (if any): Personnel files, if any, (including wage rates, job description, etc.) shall be permanently retained and payroll records on a particular employee shall be retained for five (5) years after the date of termination' ProcedureslPolicies/Resolutions of the Board: Procedures, policies, and resolutions of the Board shall be retained for as long as they are in effect' If a Procedure, Policy, or Resolution of the Board is changed, a copy of the original procedure shall be retained for five (5) years beyond the date that the procedure was adopted or the date the procedure was changed, whichever is longer.
Reserve Studies: A copy of the Association's Reserve Study shall be retained for the period of time covered by the study plus three (3) years' Special projects: Records relating to a special project shall be retained for the duration of the special project, plus three (3) (except to the extent that documents relating to a special project may be addressed under a different category such as contracts).
work orders/Facility lnspection Reports/ Building Repair Information:
(except to the extent that documents relating to a special project may be addressed under a different category such as contracts).
work orders/Facility lnspection Reports/ Building Repair Information: Records reiating to work orders, etc. shall be retained for a period of three (3) years beyond the date of completion of the work, inspection, etc' VII. RECOMMENDED RETENTION FOR TIECORDS RELATING TO INDIVTDUAL MEMBERS OR MEN,BERPROPERTTES: Applications for Improvements and New Construction Files (Plans): app[cations and plans ielated to improvements to members' properties shall be retained for f,rve (5) years from the date of completion of the proposed improvement. Record thut u particular improvement has been approved by the association should be retained permanently.
Correspondence: Correspondence to, from, or relating to a member account that is not in connection with a deed restriction violation or accounts receivable activity shall be retained for frve (5) years past the origination date or as long as it is deemed useful to the association. Ex. - Title, ownership, or closing information (three years after an ownership change), or a letter from homeownel requesting information on the MUD ditch that abuts the property (three years from date of letter.)
Deed Restriction Activity for Member Properties: Records relating to deed restriction violation activity for members shall be retained for five (5) years after the violation is corrected. If the violation resulted in a suit, any judgment obtained should be retained as long as it is in effect' Del tago Estates Property Owners Association Records Retention Schedule:20 I 2.wpdPage 4 of 5 This is to cErti.ff that the foregoing Schedule was adopted by the Board of Directors, effective
n effect' Del tago Estates Property Owners Association Records Retention Schedule:20 I 2.wpdPage 4 of 5 This is to cErti.ff that the foregoing Schedule was adopted by the Board of Directors, effective The Board of Directors hereby approves and authorizes the above Schedule.
signedtli, @dayof August ,2012.
By:DEt LAC.O ESTATES PROPERIY OWNERS ASSOCIATION Del Lago Egtates. ]@y Oll,nsrs Assoeiatian Doc# 2012079448 FILED FOR RECORD 0812012A12 11:30AM 74"1 -ru4 COUNTY CLERK MONTGOMERY COUNTY, TEXAS STATE OF TEXAS COUNTY OF MONTGOMERY I hereby certify this instrument was filed in file number sequence on the date and at the time stamped herein by me and was duly RECORDED in the Official Public Records of Montgomery County, Texas.
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