Johnson County Becky Ivey County Clerk TINE — nstrument Number: 2015-27464 Recorded On: DecempefbS 2015 Declaration XV es: (YS NO illable P To Number of Pages: 5 Comment: ( Parties listed above are for Clerks reference only ) Declaration . 38.00 Total Recording: 38.00 Any provision herein which restricts the Sale, Rental or use of the described REAL PROPERTY because of color or race is invalid and unenforceable under federal law.
File Information: oe Record and Return To: Document Number: 2015-27464 Receipt Number: 48818 MCDONALD SANDERS' *ENV Recorded Date/Time: December 09, 2 11:33:13A 777 MAIN ST SUITE 1300 ‘ Oo FORT WORTH TX 76102 cof OQ; certify that this instrument was filed on the date and time stamped hereon and was duly yo recorded in the Volume and Page of the named records in Johnson County, Texas.
Any provision herein which restricts the sale, rental or use of the described Real Estate because of ~ - color race is invalid and unenforceable under Federal law. PB St BECKY IVEY, COUNTY CLERK JOHNSON COUNTY, TEXAS PRAIRIE TIMBER ESTATES HOMEOWNERS ASSOCIATION, INC.
RECORDS RON VION: PRODUCTION AND COPYING POLICY N , Prairie Timber Estates Homeowners essocayg he (the sso is charged with administering and enforcing .t eclaration of Covey He Conditions and Restrictions, recorded at Book 4387, e 621, Instrument Number 024616 in the real property records of Johnson County, Texas, as amended by the Amended and Restated Declaration of Covenants, Conditions and Restrictions,
orded at Book 4387, e 621, Instrument Number 024616 in the real property records of Johnson County, Texas, as amended by the Amended and Restated Declaration of Covenants, Conditions and Restrictions, recorded as Instrument Number 2014-11100 in the real property records of Johnson County, Texas, together with any other filing or amendments of record (collectively, the “Declaration”), for the Prairie Timber Estates subdivision; WHEREAS, Section 209.005(m) of the Texas Property Code requires property owners’ associations to adopt and comply with a records retention policy; WHEREAS, Section 209.005(i) of the Texas Property Code requires property Owners’ associations to adopt a records production and copying policy and record it as a dedicatory instrument; and WHEREAS, the Board of Directors of the Association (“Board”) desires to establish this policy for. <gcords retention, production and copying consistent ON Section 209.005. coe CG° rougairon BE IT RESOLVED THAT: o™ ye following RECORDS RETENTION, PRODUCTION ANOCSPYING POLICY is hereby adopted: RECORDS RETENTION 1. Certificates of formation, bylaws, restrictive covenants, other dedicatory instruments and any amendments to same shall be retained permanently.
2. Financial books and records shall be retained for at least seven years.
3. Account records of current owners shall be retained for at least five years.
4. Contracts with a term of one year or more shall be retained for at least four years after the expiration of the contract term.
5. Minutes of meen of the owners and the board shall be retained for at ee seven years o® coe Tax round and audit records shall be retained for at least seven yEne we yy RECORDS RETENTION, PRODUCTION AND COPYING POLICY PAGE 1
ined for at ee seven years o® coe Tax round and audit records shall be retained for at least seven yEne we yy RECORDS RETENTION, PRODUCTION AND COPYING POLICY PAGE 1 RECORDS PRODUCTION AND COPYING 1. An Owner, or a person designated in a writing signed by the Owner as th Owner's oR rney or certified public accountant, may make a repeal access.t oks and records of the Association, provided that suc er or desi d agent submits a written request which contains s ‘fT detail to 4 ify the records being requested and such request is s Ko e Association se) y certified mail, return receipt requested. J 2. The request must contain an election either to inspect the books and records before obtaining copies or to have the Association forward copies of the requested books and records to the Owner.
(a) If an inspection is requested, then the Association, on or before the 10" business day after the date the Association receives the request, shall send written notice of dates during normal business hours that the owner may inspect the requested books and records (to the extent those books and records are in the possession, custody, or control of the Association). , (b) If copies of identified books and records are requested, then the Association shall produce the requested books and records for the easy party on or before the 10" business day after the ows sociation receives the request (to the extent those reese d of the . yO records are in the possession, custody, or contra SO Association). SNP Oo ye (c) If the Association has no books or recor wn its possession, custody, or control which would be responsive to the request, then the Association may respond by so stating.
(d) If the Association is unable to produce the books of records
recor wn its possession, custody, or control which would be responsive to the request, then the Association may respond by so stating.
(d) If the Association is unable to produce the books of records requested on or before the 10th business day after the date the Association receives the request, the Association will provide the requestor written notice that: (1) informs the requestor that the Association is unable to produce the information on or before the 10" business day; and (2) states a date by which the information will be sent or made available for inspection to the requesting party that is not later than the 15" business day after the date of the original response from the Association.
3. All inspections shall take place at a mutually agreeable time during normal business hours e Association.
oe oo 4. The Assepation may produce books and records requested under thiapo Icy in harsspy. electronic, or other format reasonably available to thagaSociation.
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RECORDS RETENTION, PRODUCTION AND COPYING POLICY PAGE 2 5. Absent a court order or the express written approval of the property owner whose records are the subject of the request, the Association will not allow inspection or copying of any books or records that identify the violation histor of an indivi ner, an owner's personal financial information, nga records hv ment or nonpayment of amounts due the Association, ner's CORRE ormation (other than the owners’ address), or infor’ ion elating to OVormation may be released in an aggregate or summ anner. that would not identify an individual property owner.
6. An attorney's files and records relating to the Association, excluding invoices
iles.
OVormation may be released in an aggregate or summ anner. that would not identify an individual property owner.
6. An attorney's files and records relating to the Association, excluding invoices requested by an Owner under Texas Property Code section 209.008(d), are.not records of the Association and are not subject to inspection by the Owner or production in a legal proceeding. Also excluded from inspection and production are any documents that constitute attorney work product or attorney-client communications.
7. The requesting Owner is responsible for the costs related to the compilation, production, and reproduction of the requested information in the amounts described below. The Association may require advance payment of the ‘estimated costs of compilation, production and reproduction of the requested information. If such advance payment is required, the Association shall notify the Owner in way of the estimated cost. If the estimated costs are lessergy greater th nye ctual costs, the Association will submit a final invoi GI e Owner sour before the 30" business day after the date the ifgahetion is delat . If the final invoice includes additional amounts due KR e Owner, yon the Owner has 30 business days after the invoice gato the Owner to spay the final invoice. If the Owner fails to reimburse the Association before the 30'" business day after the final invoice is sent to the Owner, then the additional amounts on the final invoice may be added to the Owner’s account as an assessment. If the estimated costs exceeded the final invoice amount, the Owner is entitled to a refund, and the refund will be issued to the Owner not later than the 30™ business day after the date the final invoice is sent to the Owner.
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wner is entitled to a refund, and the refund will be issued to the Owner not later than the 30™ business day after the date the final invoice is sent to the Owner.
con’ coe Ke Ke oO oO ye yn RECORDS RETENTION, PRODUCTION AND COPYING POLICY PAGE 3 8. The Association hereby adopts the following schedule of charges for the production and copying of records: e Copies: go page for standard paper copies; $.50 per page for ogo papeigh ‘xO » fb Eronic Media: $1.00 for each CD; $3.00 for each DVD. woe yo? Labor: $15.00 per hour for actual time to locate, cade and reproduce records. Requests for 50 or fewer pages will incur no labor charges unless the records are located in a separate facility from the Association's office.
e Overhead: 20% of the total labor charges.
e Miscellaneous: The Association may charge for actual costs incurred in responding to the request, including costs for labels, boxes, folders, postage and/or shipping.
‘Approved and adopted this wa day of December 2015, by the Board of Directors of Prairie Timber Estates Homeowners Association, Inc.
PRAIRIE TIMBER ESTATES HOMEOWNERS ASSOCIATION, INC., a Texas non-profit corporation oom By: ly * oe om Presiden > \ co’ K Printed Name: Dawid ¢ ye D2, Vr.
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§ COUNTY OF Yohnson § STATE OF TEXAS THIS INSTRUMENT was acknowledged before me on this the Ba day of Timber Estates. Homeowners Association; Iric.,.a Texas non- -profit corporation, on ellos Dl Vp L9~ ” BRITTANI W. ROLLEN | NOTARY PUBLIC STATE OF TEXAS _ My Come. a. 1 26-2017 Sep ne apeamaag une NOTARY PUBLIC, STATE OF TEXAS After recording return to: SN SS ao cok Brittani W. Rolle NO McDonald S@f x a C. SO
I W. ROLLEN | NOTARY PUBLIC STATE OF TEXAS _ My Come. a. 1 26-2017 Sep ne apeamaag une NOTARY PUBLIC, STATE OF TEXAS After recording return to: SN SS ao cok Brittani W. Rolle NO McDonald S@f x a C. SO 777 Ma ay Suite 1300 ayo?
Fort , 1X 76102 RECORDS RETENTION, PRODUCTION AND COPYING POLICY PAGE 4