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ACCESS TO ASSOCIATION RECORDS POLICY OF
THOUSAND OAKS PROPERTY OWNERS ASSOCIATION, INC.
WHEREAS, the property affected by this Access to Association Records Policy is subject to certain dedications, covenants and restrictions (collectively the “Declaration”) set out in instruments recorded in the Official Public Records of Real Property at Montgomery County, Texas as follows:
Section 1 - Clerk’s File No. 99052263, Film Code No. 552-00-0477, et seg., Clerk’s File No. 99080280, Film Code No. 593-00-0667, et seg., Clerk’s File No. 2001-076019, Film Code No. 931-00-0558, et seg., and Clerk’s File No. 2007-129655, Film Code No. 471-11-0216, et seg.; Section 2 - Clerk’s File No. 2000-028457, Film Code No. 687-00-1309, et seq., Clerk’s File No. 2001-076020, Film Code No. 931-00-0570, et seg., and Clerk’s File No. 2002-099959, Film Code No. 152-10-1749, et seq.; Section 3 - Clerk’s File No. 2002-014602, Film Code No. 021-10-0784, et seq., Clerk’s File No. 2002-021994, Film Code No. 032-10-0319, et seg., Clerk’s File No. 2002-099960, Film Code No. 152-10-1753, et seg., and Clerk’s File No. 2006-002485, Film Code No. 992-10-2386, et seg.; Section 4 - Clork’s File No. 2006-021357, Film Code No. 024-11-2975, et seg., and Clerk’s File No. 2008-111074; and
WHEREAS, pursuant to the authority vested in the Association in the Declaration and the Texas Property Code, the Board hereby promulgates the following Access to Association Records Policy; and
WHEREAS the Thousand Oaks Property Owners Association, Inc. (the “Association”) keeps books and records of account and Minutes of the proceedings of its members and Board of Directors; and
WHEREAS the Board of Directors (the “Board”) of the Association desires to set the procedure for owners, during reasonable business hours, to inspect the books and records of the Association; and .
WHEREAS it is desirable to impose certain reasonable restrictions to maintain control and minimize the disruption of normal business.
NOW THEREFORE BE IT RESOLVED that the following requirements are hereby established for the inspection of the records of the Association:
1. A notice of intent fo inspect must be submitted in writing to the Board or its duly authorized managing agent at least five (5) business days prior to the planned inspection.
2. The notice must specify with particularity a proper purpose for the inspection.
3. All records relevant to the purpose shall be available for inspection and copying at the
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expense of the requesting owner, at the registered office of the Association through its management company, Chaparral Management Company, Inc. (“CMC”) at 6630 Cypresswood Drive #100, Spring, Texas 77379, between the hours of 9:00 a.m. — 12:30 p.m. and 1:15 p.m. — 5:00 p.m., Monday through Friday, exclusive of observed holidays as set out in the management contract between CMC and the Association, or if the records requested are not in the possession of CMC, at a place and time designated by the Association.
4. Records may only be inspected in the presence of a Board member or employee of the managing agent.
5. The person(s) requesting access shall not disrupt the ordinary business activities of the registered office, the management office or employees during the course of inspection.
6. No records may be removed from the office.
7. When applicable, all costs of inspection and copying shall be borne by the person(s) requesting access. In the event the person reviewing the records is desirous of making photocopies, all costs of copying will be incurred by the person requesting same. Costs for inspection of records and for copies are currently charged as follows:
(A) $15.00 per request for up to 50 pages, plus a rate of $35.00 per hour for production and oversight; and
(B) _ $.45 per page thereafter.
Costs of research necessary by management may include an additional hourly rate charged for the
managing agent employee conducting the research. Hourly rates are currently thirty-five ($35.00) Dollars.
8. Limitations of Access - Consistent with an individual’s right to privacy and applicable law, the following records will not be made available without the express written consent of the Board of Directors:
A. Where disclosure would violate a constitutional or statutory provision or applicable public policy;
B. Where disclosure may result in an invasion of personal privacy, breach of confidence or privileged information; and/or
C. Specific property owner name or address associated with delinquency.
9. The Association is under no obligation for any additional information other than that which is required by law.
This is to certify that the foregoing resolution was adopted by the Board of Directors, effective as of October 2009, until such date as it may be modified, rescinded or revoked.
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The Board of Directors hereby approves and authorizes the above policy.
Signed this 4 day of October, 2009.
a” oa a
=iLED FOR RECORD
2009 OCT 19 PM 3: 14
Fria banbaA
COUNTY CLERK
MONTGOMERY COUNTY TEXAS
Thousand Oaks Property Owners Association, Inc.
Access to Association Records Policy.wpd
THOUSAND OAKS PROPERTY OWNERS
ASSOCIATION,
py A) 6 Teoeguc-Name: N.X. Levegve. Title: Presid ent
STATE OF TEXAS.
COUNTY OF MONTGOMERY
I hereby certify this instrument was filed in Fila Number Sequence on the date and at the time stamped herein by me and was duly RECORDED In the Official Public Records of Real Property at Montgomery County, Texas.
oct 13 2009
Montgomery County, Taxes