General Facts

What is a Property Owners Association?2021-03-29T08:19:32-05:00

A Property Owners Association (POA) is a corporation that serves as the governing body of a residential community, such as a single-family development.  POAs are created to protect the community’s property values by developing and upholding its covenants and bylaws, which define the actions homeowners may take with their properties, as well as their behavior within the community.  Since our POA is incorporated, it is subject to statutes governing homeowners associations and not-for-profit corporations, as mandated by the state of Texas. All community homeowners are mandatory members of the POA, and must follow the community’s guidelines to ensure a harmonious environment and lifestyle; failure to comply can result in fees and legal action.

How do I become a member of the OakRun POA?2021-03-29T08:20:09-05:00

You automatically become a member of the homeowners association and a shareholder as a condition of purchasing a home within a common interest development (CID).  Your POA membership entitles you to voting rights, which gives you a voice in helping to set association rules, policies and regulations that affect your community.  In addition, all association members are required to share the costs of operating and maintaining your community’s common areas, systems equipment and amenities.  These services are covered by your homeowners’ association assessments, which each unit owner is required to pay annually.

What are POA fees and what are they used for?2021-03-29T08:21:13-05:00

Annual Assessments are used to pay the costs of ongoing maintenance and repairs to a community’s common areas, equipment, systems and shared amenities (see examples below).  Payments are made annually and are due by January 31st of each year. As an ancillary benefit, homeowners can use and enjoy community amenities that may not otherwise be able to afford or maintain a swimming pool, tennis courts, playground and/or sports court. Assessments pay for landscaping maintenance, security cameras and access gates, amenity area trash removal, amenity electricity and amenity area cleaning and trash removal, liability insurance and self-management costs.

We allocate a portion of all homeowner dues to a special long-term reserve account to cover planned and budgeted renovations or repairs that do not occur regularly, such as repaving interior roads and amenity repairs.  They also set aside contingency funds each month to cover unforeseen community expenses and emergencies.

Who makes decisions on behalf of the POA?2021-03-29T08:23:50-05:00

Decisions concerning POA operations are made by a Board of Directors, which is made up of owners who are elected at the Annual Owners meeting. The Board consists of the President, Vice-President, Secretary, Treasurer, and Member-at-Large and in many cases the By-Laws allow for one person to hold more than one office. Additionally, the Board may appoint other owners to serve on committees to assist with the operations. Examples include: Beautification, Events, Finance, and Architectural Review Committees.

What are the POA’s rules?2021-03-29T08:25:01-05:00

The POA’s specific rules and policies are clearly spelled out in the Governing Documents (Articles of Incorporation, Bylaws, Amendments and Resolutions) which provide comprehensive information about the association’s operations, as well as the Declarations, DCCRs), which detail its policies and procedures on architectural guidelines, pets, parking, noise, amenity usage, rentals, fee schedules, non-compliance fines and much more. There are currently 22 DCCR’s sections. Please refer to the Public Records section of the owner website for the DCCRs that specifically govern your address.

What are DDCRs?2021-03-29T08:25:54-05:00

Our POA is governed by rules and policies.  These are created by the Board and itemized in the Declaration of Covenants, Conditions and Restrictions (DCCRs) and ByLaws, which clearly define the behavior and actions homeowners can and cannot take regarding their homes and communities.  These rules and policies are designed to protect property values by keeping the community clean, safe and beautiful, and ensuring a harmonious living environment for all residents.  The DCCRs are enforced by the POA’s Board of Directors. Homeowners are required to follow all of the community’s rules, even if they do not agree with them, and non-compliance can result in fines or legal action.

Finance, Budgeting and Reserves

What is a financial statement?2021-03-29T08:26:44-05:00

It is a snapshot of our financial position at the month.  The Association issues a monthly financial statement summarizing all assets, liabilities, income and expense activity for the POA

What is a budget?2021-03-29T08:27:26-05:00

A budget allows the POA to track and compare the money we collect for assessments against actual association expenses.  This allows all owners to see how their community assessments are spent.

What is a Reserve Study?2021-03-29T08:27:54-05:00

Amenity area elements like the community pool, tennis courts, and playground, will eventually need to be replaced or have parts of them replaced. To plan and save for those costly replacements, your association needs to conduct a reserve study. A reserve study is conducted by a firm that sends experts to evaluate the physical components of your property. The most accurate reserve studies are conducted by licensed engineers who understand the industry. The analysis will consider the current state of your reserve funds and will recommend appropriate funding levels to make sure you can cover capital expenditures for the next 30 years. Even though a reserve study plans 30 years into the future, your association needs to have it updated every few years to account for things like storm damage, capital improvements, new assets, and changes in interest rates and property values.

Why is a reserve study important for my community?2021-03-29T08:28:46-05:00

Without a reserve study that helps us plan and save for anticipated repairs the association will likely have to levy special assessments to homeowners to pay for required repairs. Reserve studies help maintain strong property values. By identifying and budgeting for future capital projects, these evaluations can help board members fulfill their fiduciary duty of protecting the association’s assets. The study details the expected life span of major items and when the association will be financially able to replace them, it’s important to have a preventative maintenance plan in place that follows the timeline of the reserve study to get the most life out of the amenity equipment and assets.

POA Board Member Roles and Responsibilities

Who governs a POA?2021-03-29T08:29:34-05:00

The POA’s Board of Directors is comprised of homeowners who have volunteered to stand for election to leadership or member roles. The Board of Directors are responsible for making most operating and enforcement decisions on behalf of the POA. These decisions include but are not limited to: establishing budgets, preparing reserve studies and enforcing the collection of assessments; making sure contracts are in place for the maintenance of the common area and vendors are providing the work they were contracted for; having proper liability insurance for the association, and establishing and enforcing the rules and regulations.

POA Open Board, Annual Owners, and Special Meetings2021-03-29T08:30:17-05:00

There are 3 types of POA meetings.

-The first type of meeting is the Open Board of Directors meeting. The Board is required to meet regularly (at least 4 times per year), to discuss POA business and to vote.  These meetings are announced at least 72 hours in advance and are open for any owner to watch/listen.  An Open Board of Directors meeting does not allow for owners to interrupt or give input during the actual meeting. If the agenda lists a “Good of the Order”, that is a courtesy time the Board allows for owners to ask questions or speak and is usually limited to 3 minutes max per owner. 

-The 2nd type of POA meeting is the Annual Owners Meeting.  This is a meeting for the POA owners to vote on a Board of Directors and for the Board of Directors to vote on the next annual budget and possible assessment increases. Owners may speak and bring up issues during an Annual Owners Meeting as long as they follow Robert’s Rules of Order (as outlined in our ByLaws).

-The 3rd type of POA meeting is a Special Meeting.  A Special meeting can be called when required if something must be discussed and voted on immediately but falls outside the Open Board of Directors meeting or the Annual Owners meeting.  Special meetings could be a Special Meeting of the Board (where the Board is meeting, but not soliciting input from the membership), or a Special Meeting of the Members where member input is solicited and welcome. Additionally, advance notice for any Board, Member or Special Meeting is required by TX Property Code.

Does the POA have a website?2021-03-29T08:30:57-05:00

The POA maintains an owner website – www.oakrunnbtx.com. The website is password protected and allows for owners to download association governing documents, DCCRs, and owner forms, as well as pay assessments, order amenity keycards, and pay annual assessment fees.  Owners must contact the office to register for online access.

Home Improvements

What is the ARC and what do they do?2021-03-29T08:31:45-05:00

The Architectural Review Committee (ARC) is a group of homeowners that review applications for homeowner’s changes and modification requests to their property. The ARC is not governed by the Board of Directors and approves/denies home improvement applications independent of the Board of Directors. The decision set forth by the ARC conforms with the POA’s DCCRs and Statement of Additional Policies.

How do I get approval for a home improvement?2021-03-29T08:32:32-05:00

Owners must submit a Home Improvement Application to the POA office, along with detailed drawings, supply lists, vendor contact info, and neighbor impact statements, if applicable.  The office will log the request and forward to the ARC committee.  A committee member will contact the owner, review the request, review the owner’s DCCRs, and approve or deny based information submitted.

Is there a fee to for a home improvement application?2021-03-29T08:33:01-05:00

There is a $25 application fee, payable to Oak Run POA, for new home improvements.  There is no charge if the application is for “repair/replace” existing home improvements.

Do I need approval to paint my house?2021-03-29T08:33:48-05:00

Owners must obtain ARC approval to paint the outside of the house.  Please submit a home improvement application to the office with details and a paint sample. This ensures that the new house color is harmonious with existing neighborhood colors. 

Do I need approval to rebuild my fence?2021-03-29T08:34:17-05:00

Owners do need approval to rebuild a fence. Please submit a home improvement application to the office with details on height, style and color. There is no app fee assessed on “repair/replace” home improvements.

Do I need approval to renovate the inside of my home?2021-03-29T08:34:46-05:00

Owners do not need approval to renovate the inside of a home.  However, the Association would appreciate an email to the office indicating workers will be in the neighborhood and are authorized by an owner.

Do I need approval to build a pool?2021-03-29T08:35:16-05:00

Owners must obtain approval, including city permits, to build a pool/spa.  Many pool vendors will contact the POA directly to ensure the appropriate documents are submitted for approval.

Do I need approval from my neighbor for a home improvement?2021-03-29T08:35:36-05:00

If the ARC decides the home improvement may impact a neighbor’s view, the ARC may ask you to speak to your neighbor and obtain a signed Neighbor Impact Statement.

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