Committee Charters

Architectural Control Committee

  • ACC has delegated the responsibility to review and approve site plans for the POA (by a majority of the committee)
  • ACC shall review requests for variances from the ACC guidelines or CCRs and submit recommendations (of the majority of the committee) to the Board in writing for approval or denial
  • Submits written or oral status reports to the Board on activities/progress (approvals/disapprovals/requests, new builds, and improvements)
  • Maintain records of approvals, denials, requests, and complaints in coordination with the Board Secretary/Treasurer
  • Manage requests to change/addendum approved requests
  • Handle requests for information
  • Coordinate with landowner the inspection of building/improvement projects
  • Provide timely response to ACC requests (30 days to respond in writing)
  • Coordinate with the Board to obtain all ACC requests
  • Report any discrepancies to Board in a timely fashion for review and action/enforcement
  • Create an approval form to monitor for compliance
  • Order and deliver 911 address signs to new homeowners

Other Ad Hoc Committees can be formed by the Board to address POA needs. The Board will provide these committees with a description of their role and responsibilities.

BOD Advisory Committee

Purpose – Provide an advisory group to assure the current BOD knows and understands how similar issues were resolved on previous boards.

Team – Three residents who have served as officers in the BOD in the past will be asked to perform as standing members of this team, which will meet once each quarter with the BOD to learn what problems the BOD is currently working on. This team may then call upon any other past BOD members. As issues become public, any past board members should consider it a responsibility to contact any of the three standing members so that their historical perspective is passed on to the current BOD. If the information is time-critical, the team lead should directly contact the BOD.

The team leader will solicit volunteers for this committee and provide for volunteer succession.

Responsibilities – This is an advisory committee only. The BOD has no authority to assign actions or activities to this team, and the BOD is under no obligation to accept recommendations from this committee. However, the BOD is obligated to include in their meeting minutes any recommendations and historical information provided.

Since previous BOD members would not always handle situations the same way, it is the Team's responsibility to solicit alternative ways that different boards handled similar situations.

Common Areas Management Committee

Purpose – Provide consistent year-to-year management of the common areas in La Reata Ranch, i.e., Front Entrance and Walking Trail.

Team – The team leader will have experience in botany, biology or lawn care, and grounds maintenance. The Team Lead should select a second volunteer team member in time to provide reasonable succession planning.

Responsibilities –
This team will develop an annual budget that considers all purchases of plants, seeds, fertilizer, weed control, tools, and other materials and services. The budget will also include the lawn maintenance contract as well as the lighting and water fees. (This makes up the largest percentage of the annual POA budget,)

This team will work with the board to decide when to go out for bid for the maintenance contract and evaluate and manage the contractor's performance and take corrective actions when necessary.

This team should consider any improvements in the front entrance's appearance and submit cost estimates for approval.

All standing committees will develop a document or flow chart of their steps to perform each function. (Example – Each step needed to go out for bids for a new Lawn Maintenance Contractor.)( So that future volunteers will know the responsibilities and exact instructions for at least one way to perform them.)

All standing committees will be required to document the amount of time they spend executing their duties and then should try to optimize and minimize the amount of time. (So that future volunteers will know the time commitment)

Communications Committee

Purpose – Utilize all systems, electronic, internet, and US Postal Service, to assure effective communications between the POA Board of Directors, all committees, all POA members, and the general public and maintain the POA business records.

Communications team–
The team leader shall pick one or two other volunteers to share responsibilities, assure availability and provide for succession.

Responsibilities –
A representative of this team will participate in BOD meetings in order to ensure that memos created by the board as a result of the meeting contain all pertinent information discussed. (This is not a secretarial or note-taking assignment but should be considered a quality control for BOD communications.)

The Communications Committee shall maintain an accurate and up-to-date list of the POA membership contact information. (Currently maintained by the Contract Accountant)

This committee will develop, with the BOD, a file nomenclature or numbering system, and a file hierarchy that makes file retrieval intuitive (Documents should be retrievable by combinations of the lot number, year, committee, main subject, and if possible, by “word search.”)

This committee will ensure that communications and documents are properly formatted, posted to the proper system, and filed in a retrievable system.

This committee will propose to the BOD options and opportunities to make communications and documentation, filing, and retrieval easy for volunteer POA committee members and should consider:

  • When and if a non-resident paid resource is needed to type, post, file, or retrieve documentation in the document management system
  • When and if training on any of the electronic systems is needed for Communication Committee members
  • When and if a paid Website Manager is needed

This committee will help the BOD develop and manage a communications budget and will manage the actions and costs of any non-resident paid resources required to fulfill these responsibilities.

All standing committees will develop a document or flow chart of the steps they take to perform each function. (Example – Each step needed to add a new owner to the Owners list, or how to add a new resident to the Communications system, so that potential future volunteers will be able to review the responsibilities as well as the exact instructions for at least one way to perform them.)

All standing committees will document the amount of time they spend executing their duties and then should try to optimize and minimize the amount of time. (So that future volunteers will know the time commitment)

This committee has the authority to make expenditures to utilize US Postal Services for POA meeting announcements and other mailings as required by the BOD.

Guidance Document: How to Update and Maintain the La Reata Ranch Website

Election Committee Charter

To develop a guidance document to manage the process of voting in the La Reata Ranch Property Owners Association (POA) that complies with the Texas State Property Code 209, and to execute the provisions of that guidance document during elections of Members to the Board of Directors, vote to change the Covenants, Codes and Restrictions (CCR), vote to increase the annual assessment, vote to remove a Board Member, or vote for any other purpose where a vote of the Association Membership is required.

References –

  • Texas Property Code, Title 11, Chapter 209 – Regarding POA Elections and Voting
  • July 2015 Texas POA Legislative Update

Team – This committee should include one chairperson and two (2) additional committee members.

Responsibilities – This committee will develop the guidance document to ensure that La Reata Ranch Property Owners voting for all purposes complies with the Texas State Property Code, Title 11, Chapter 209.

The guidance document should clarify that votes of Board Members, taken during the normal execution of their duties and in monthly board meetings, are not covered by this guidance document. The guidance document will define the process for written, absentee, and proxy ballots.

This committee will then be responsible for the management and execution of all such elections/voting. They will verify only one vote per lot is counted, collect and include all absentee or proxy ballots, and assure that the vote counters for elections of officers are not related to any of the candidates.

The committee shall document the amount of time they spend executing their duties and report the same to the Board of Directors when requested.

Action – The committee shall develop guidance documents and present them to the Board of Directors no later than July 31, 2018.

Government Relations Committee Charter

Purpose: To monitor and interact with governmental entities which serve or enact policies affecting the La Reata Ranch POA.

Responsibilities: The committee will monitor policies, current and proposed, and services of the following entities:

State Level:

  • 1 Proposed legislation on topics of concern to the association. For example, new laws affecting POA or HOA associations, chickens, etc.
  • 2 Transportation plans by the Texas Department of Transportation including regional planning of Capital Area Metropolitan Planning Organization (CAMPO).

County level:
County Judge and Commissioners Court

  • 1 Subdivision policy
  • 2 County transportation plan
  • 3 Road and bridge maintenance
  • 4 Emergency management department
  • 5 Emergency exit plan for La Reata Ranch

Emergency Services District 1/Sheriff’s Office
Services

  • 1 Fire protection
  • 2 Location of services, especially new proposed locations or increases of staffing
  • 3 Water sources for La Reata Ranch for fires
  • 4 Traffic and crime safety services

Lost Pines Groundwater Conservation District**

  • 1 Service of the well watch program
  • 2 Protection against exportation of water away from our area

Smithville School District**

  • 1 Location of future schools

**No assigned representative, any action needed is at the discretion of the committee leader.

The committee will assemble information concerning proposed changes to the policies and legislation of each of these entities with an emphasis on how they may impact La Reata Ranch, the probable timing of these issues, and any proposed action that the Board of Directors of La Reata Ranch POA may consider in order to impact or prepare for the proposed changes.

No member of the committee will be allowed to lobby on any position on behalf of La Reata Ranch unless approved by the Board of Directors or a vote of the membership of the property owner’s association.

The team will consist of one chairman and up to three other members with responsibility for monitoring state, county, and other entities.

La Reata Ranch