3.1 Second Victorian Townhouse  Corporation
- Second Victorian Village Townhouse Corporation owns, operates, and maintains the common areas and facilities of the property. The common areas and facilities include all real property, except the townhouse buildings and their associated patios.
- Second Victorian Village Townhouse Corporation was incorporated under the Texas Non-Profit Corporation Act in August of 1968. It also is referred to as the association. The two terms are interchangeably herein.
- All homeowners are members of the association.
3.2 Board of Directors
- Second Victorian Village Townhouse Corporation is governed by a nine-member board of directors which is elected by the townhouse owners.
- Three new directors are elected annually for three year terms.
- Directors serve as volunteers and do not receive pay.
- Officers are elected by the board of directors at the first meeting following the annual meeting.
- The duties of the board of directors, officers, and committees are detailed in the bylaws of Second Victorian Village Townhouse Corporation. Each member should have a copy of the bylaws. (See Section 2.3).
3.3 Board Meetings
- Monthly board meetings are held at 7:00 p.m. on the second Tuesday of every month unless otherwise announced. The meetings are held in the clubhouse.
- Residents are welcome to attend board meetings. An agenda for each meeting is posted on the bulletin board outside the clubhouse entrance on the Friday preceding each meeting so that residents may determine whether they have an interest in a matter to be taken up by the board.
- Residents may listen to the proceedings or they may also speak to the board. Those who wish to speak must sign in before the meeting starts. Those who sign in will be given an opportunity to address the board shortly after the meeting begins. Speakers may present problems, give suggestions, and provide or request information. The board may or may not be able to make an immediate response to a speaker, depending on the nature of the matter. If a response is not provided at the meeting, one will be provided in writing as soon as possible following the meeting. After hearing speakers, the board begins its official meeting, at which time no further participation by spectators is permitted.
3.4 Annual meetings of the Corporation
- The bylaws specify that a corporate meeting is to be held annually to elect directors and to provide a report on the operation and condition of the property.
- Annual meetings are held on the fourth Monday in January, unless that is a holiday. If the normal meeting date is a holiday, the annual meeting is held on the next day. The meetings begin at 8:00 p.m.
- Annual meetings are held in the Clubhouse.
- A written notice of each annual meeting and the agenda are mailed to townhouse owners at least 15 days prior to the meeting.
- Residents who are not owners are welcome to attend the annual meeting by may not vote.
- Owners may vote by proxy when unable to attend an annual meeting. Proxy forms are mailed with meeting announcements.
3.5 Property Management
- The Village is self managed by employees of the village, with offices at the clubhouse. See Section 1.2 for address and phone number.
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3.5 Property Management (continued)
- The functions of property management are as follows:
- Provide a property manager to perform and coordinate various functions of property management. The property manager is responsible to the board for maintenance of the property and managing day-to-day business affairs of the property.
- Provide a telephone answering service which enables residents to obtain information and request assistance.
- Invoice and receive assessments. Read water meters and prepare bills in compliance with TNRCC procedures. Prepare delinquency notices when necessary.
- Pay the association's employees and obligations (state and federal employment taxes, etc.).
- Receive and pay all bills.
- Prepare and issue monthly balance sheet and income and expense statements
- Maintain financial records of the Association.
- Issue work orders for maintenance, and keep records on all maintenance performed.
- Procure materials, equipment, and services.
- Maintain an owner/resident address and phone list.
- Issue pool keys and maintain a list of those who have them.
- Acquire insurance coverage and assist owners in maintaining insurance on the common property.
- Assist the board of directors in preparing the annual budget.
- Perform reproduction and mailing services.
- Attend monthly board meetings and present a property supervisory report.
3.6 Management and Maintenance Staff
- The association has an experienced maintenance staff of approximately six persons. This staff includes a Property Manager, Assistant Property Manager, contract CPA accountant; two full time laborers who primarily maintain the lawn and landscaping; and three part-time workers who perform various types of work, including carpentry, painting, concrete and masonry work.
- Very little maintenance work is done by contractors. Exceptions include roof repairs, electrical work, and cleaning of the pools.
- Property Manager Gooley Rivera has worked for the association for many years and is both skilled and knowledgeable about maintaining Village property.
- The maintenance supervision includes:
- Directing and coordinating day-to-day maintenance activities.
- Determining maintenance schedules in accordance with general priorities established by the maintenance committee.
- Determining maintenance methods, including deciding when to hire a contractor or temporary laborers.
- Making routine purchases of materials, supplies, tools, and equipment.
- Preparing maintenance records.
- All maintenance requests should be phoned to the Assistant to the Property Manager (see Sec. 1.2).
3.7 Counsel
- The firm of Gammon & Associates provides legal counsel to the board of directors.
- Gammon & Associates also serves as a collection agent for delinquent accounts. This is done on a contingency fee basis; i.e. the firm's services are paid for by those who are delinquent. Gammon & Associates is paid when the firm collects.
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