PHPOA
By-Laws, Covenants & Restrictions

 

 

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By-Laws PHPOA

Article 1 - Name and Purpose

1.1 Name - The Corporation is "Pendleton Harbor Property Owner’s Association Inc."

(Texas Charter No. 293500, dated July 21, 1971) hereinafter referred to as PHPOA.

1.1.1 Provisions - The PHPOA has been organized as a non-profit organization. Therefore, no member of the Board of Directors, or person for whom the PHPOA may receive any property or funds shall be lawfully entitled to receive any pecuniary profit from the operation thereof, and in no event shall any part of the funds or assets of the PHPOA be paid as salary or compensation or distributed to, or inure to the benefit of any member of the Board of Directors; provided however, (1) reasonable compensation may be paid with the approval of the Board of Directors to any member while acting as an agent or employee of the PHPOA for service rendered in affecting one or more of the purposes of the PHPOA, and; (2) that any member of the Board of the Board of Directors or employee of the PHPOA may be reimbursed for actual and reasonable expense properly incurred in connection with the administration of the affairs of the PHPOA.

1.2 Purpose - The PHPOA was organized and shall be operated to promote the civic interest of persons owning lots in Pendleton Harbor Subdivision, hereinafter referred to as PHS, located in Sabine County, Texas.

Article 2 - Membership, Lot Owners, Voting, Quorum and Absentee Ballots

2.1 Membership - The PHPOA shall have a membership specifically limited to PHS lot owners. All lot owners of numbered lots in the subdivision are considered members of the PHPOA. The membership is transferred with the ownership of said lots including sale, inheritance, assignment, or foreclosure.

2.2 Lot Owners - As used in these By-Laws, the term "lot owners" shall mean those owners of lots in the PHS as it may exist at any particular time according to plats then filed for record with the County Clerk of Sabine County, Texas. The plats initially filed under the name of "Hide-A-Way Harbor" are now to be considered plats of a part of the PHS.

2.3 Voting - To qualify as a voting member of the PHPOA only lot owners subject to and current in payment with PHPOA lot assessments, per attached "Exhibit A - Pendleton Harbor Subdivision Protective Covenants, Restrictions, and Lot Assessments - Section 16b - Fees, Dues, and Assessments", are entitled to vote or participate in any PHPOA business including meetings, elections, etc. Qualified property owners will have one vote per lot owned if current on all lots owned with said "Fees, Dues, and Assessments". These voting rights apply to all PHPOA issues requiring a membership vote including modifying the "By-Laws", "Protective Covenants, Restrictions, and Lot Assessments", Director nominations, and Director elections.

2.4 Quorum - The presence in person or by Absentee Ballot of qualified PHPOA lot owners representing 10% of qualified member lots shall constitute a quorum per Article 2, Paragraph 2.3.

2.5 Absentee Ballots - Voters as defined in Article 2, Paragraph 2.3 of this document, may cast votes in person or by absentee ballot. Absentee ballots must be filed with the Secretary (of the Board of Directors) before the end of the day on the Friday preceding the Annual Meeting.. Absentee ballots received by the PHPOA Secretary will be counted at the "Annual Meeting" for the election of directors nominated by the nominating committee as provided in Article 4, Paragraph 4.3.1 or any other meeting which provides for absentee voting.

Article 3 - Administration

3.1 PHPOA Responsibilities - The affairs of the PHPOA will be administered through the elected "Board of Directors" as herein provided.

3.2 Place of Meetings - Meetings of the PHPOA shall be held at such place as the "Board of Directors" may determine.

3.3 Annual Meetings - The "Annual Meeting of the PHPOA is to be held on the third Sunday in February of each year.

3.4 Special Meetings - It shall be the duty of the President, or Vice President in the absence of the President to call a special meeting of the lot owners as directed by resolution of the "Board of Directors" or upon a petition signed and presented to the Secretary by a minimum of 15% of the qualified lot owners. The notice of a meeting shall state the time and place of such meeting and the purpose thereof. No business shall be transacted at a special meeting except as stated in the notice and included on the absentee ballot.

3.5 Notice of Meetings - It shall be the duty of the Secretary to mail a notice of each "Annual Meeting", "or Special Meeting" stating the purposes thereof as well as the time and place where it is to be held to each qualified lot owner of record, at least 14 but not more than 50 days prior to each meeting. The mailing of a notice in the manner provided in this paragraph shall be considered notice served.

       Adjourned Meeting - If any meeting of lot owners cannot be organized because a quorum is 
       not present, the lot owners who are present either in person or by absentee ballot, may
       adjourn the  meeting to a time not less than forty-eight hours from the time the original  meeting
       was called.

3.6 Order of Business - the order of business at all meetings of the lot owners shall so far as applicable be as follows:
       Identification of lots represented at the meeting either by owners or
      designated representative.

       Proof of notice of meeting.

       Reading of minutes of preceding meeting.

       Reports of officers.

       Reports of committees.

       Election of directors (if "Annual Meeting")

       Unfinished business. (Discussion only)

       New business. (Discussion only)

3.7 Vote Tellers/Audit Committee - A committee of three (3) persons, a chairperson and two committee members, will be elected from those present at the "Annual Meeting" to serve as Vote Tellers and Audit Committee. Of those three, one must be a non-full time resident to serve as Vote Tellers and Audit Committee. The elected chairperson will serve a three-year term and two committee members will serve two-year terms. All three persons are limited to two consecutive terms if elected. A first term committee member can serve a second two year term as a committee member, or a three year term as chairperson. A first term chairperson is limited to one term as chairperson but can serve a second two year term as a committee member. The two committee members will serve alternating two-year terms with one elected each year. The chairperson will be elected every third year. By alternating the elections of the two committee members and having the chairperson serve a three-year term insures that at least two of the three committee members will have prior experience therefore giving the committee continuity. After one year off the committee a person will be eligible to serve on the committee. All three elected persons must be present to examine the books and/or count votes. If for any reason an elected member cannot be present the PHPOA President shall solicit volunteers to substitute from the PHPOA so that there will be a total of three members present. The results of all vote counting and financial audits will be reported directly to the President of the PHPOA on completion and made available to the membership. Duties of this committee will be as follows:
         
        3.7.1 The counting of votes and absentee ballots before the annual or any special meeting.

        3.7.2 Financial records audit will be conducted during the first quarter of the year by this
        committee followed by a full CPA Audit during the second quarter of the year. Both Audits
        will be  arranged and scheduled by the committee Chairperson.

Article 4 – Board of Directors

4.1. Number and Qualification – The affairs of the PHPOA shall be governed by a "Board of Directors" composed of eleven qualified voting lot owners.

4.2 Powers and Duties – The "Board of Directors" shall have the powers and duties necessary for the administration of the affairs of the PHPOA to operate and maintain a first class residential lake subdivision, to include the following:

4.2.1 Administer and enforce "Exhibit A – Pendleton Harbor Subdivision Protective Covenants, Restrictions, and Lot Assessments", an attachment to this document.

4.2.2 Provide personnel to maintain all subdivision roads, beach areas, recreational facilities, general common areas, and provide security to the extent funds are available.

4.2.3 Maintain comprehensive liability insurance covering the common areas in amounts not less than $100,000.00 per person and $300,000 per accident and $50,000 property damages. Insure all of the fixtures, equipment and personal property acquired by the PHPOA for the benefit of the PHPOA and the lot owners.

4.2.4 Collect delinquent assessments by suit or otherwise and enjoin or seek damages from Lot owners as provided for in "Exhibit A – Pendleton Harbor Subdivision Protective Covenants, Restrictions, and Lot Assessments" - Paragraph 20.

4.2.5 Enter into contracts, but only within the scope of their duties and powers.

4.2.6 Establish a bank account in Hemphill, Texas for the common treasury.

4.2.7 Prepare and be made available annually to each qualified lot owner a statement showing, by categories, all receipts, expenses or disbursements, since the last such statement.

4.2.8 Authorize the President, or Vice-President in the absence of the President, and the Secretary, or assistant Secretary in the absence of the Secretary, to execute any and all instruments of conveyance or encumbrance.

4.2.9 In general, carry on the administration of the PHPOA and to do all of those things necessary and reasonable in order to accomplish the purposes of the PHPOA.

4.3 Nomination, Election and Term of Office, etc. – The "Board of Directors" will be nominated and elected by a majority vote of qualified voting lot owners as follows:

4.3.1 Nomination of Directors – The President of the PHPOA shall appoint a nominating committee consisting of qualified voting PHPOA lot owners to solicit names of the individuals willing to serve on the "Board of Directors". To qualify as a nominee for the "Board of Directors" the nominee must be a qualified voting lot owner. Well in advance of the PHPOA "Annual Meeting", the nominating committee shall mail out an absentee ballot to each qualified voting PHPOA lot owner listing all nominees for the position of Director and the number of Directors to be voted for at the next "Annual Meeting" of the PHPOA

4.3.2 Directors will be elected at the "Annual Meeting" by a majority vote of qualified voting lot owners. Five will be elected in the odd numbered years and six will be elected in the even numbered years. The terms of office of both groups will be two years with a limit of two consecutive terms. After one year off the board a person will be eligible for nomination again.

4.4 Vacancies – Vacancies coming into existence for any reason other than the removal of a Director by a vote of the PHPOA shall be filled by vote of the majority of the remaining Directors and each person so elected shall be a Director until a successor is elected at the next "Annual Meeting" of the PHPOA.

4.5 Removal of Directors – At any regular or special meeting of qualified voting lot owners duly called, any one or more of the Directors may be removed with or without cause if approved by, no less than 10% of the then qualified voting lot owners, or a majority of those represented at a meeting of qualified voting lot owners, whichever is greater, and a successor may then and there be elected to fill the vacancy thus created. Any Director whose removal has been proposed by the lot owners shall be given an opportunity to be heard at the meeting.

4.6 Annual Organizational Meeting – The first meeting of a newly elected Board of Directors each year shall be held, if practical, within ten days after the election.

4.7 Regular Meetings – Regular meetings of the Board of Directors may be held at such time and place as shall be determined by a majority of the Directors, but at least three such meetings shall be held during each fiscal year. Notice of regular meetings of the Board of Directors shall (unless waived) be given to each Director, personally or by mail, telephone at least three days prior to the day named for such meeting.

4.8 Special Meetings – Special meetings of the Board of Directors may be called by the President on three days’ notice to each Director, given personally, by mail, or telephone. Such notice shall (unless waived) state the time, place (as herein above provided) and the purpose of the meeting. Special meetings of the Board of Directors shall be called by the President or Secretary in like matter and on like notice on the written request of at least four Directors.

4.9 Waiver of Notice – Before or at any meeting of the Board of Directors, any Director may, in writing, waive notice of such meeting and such waiver shall be deemed equivalent to the giving of such notice. Attendance by a Director at any meeting of the Board shall be a waiver of notice by that Director of the time and place thereof. If all of the Directors are present at any meeting of the Board, no notice shall be required and any business may be transacted at such meeting.

4.10 Board of Directors’ Quorum – At all meetings of the Board of Directors, a majority of the Directors shall constitute a quorum for the transaction of business, and the acts of the majority of the Directors present at a meeting at which a quorum is present shall be the acts of the Board of Directors, except that where (as in the case of removal of officers) action by a majority of the Directors is required, then the action must be approved by a majority of the entire Board of Directors as it exists at the time the action is taken. If at any meeting of the Board of Directors there is less than a quorum present the majority of those present may adjourn the meeting.

4.11 Indemnification of Officers and Directors – The PHPOA shall indemnify all Directors or Officers, their heirs, executors and administrators, against all loss, cost and expense, including counsel fees, reasonably incurred by them in connection with any action, suit or proceeding to which they may be made a party by reason of their being or having been a director or Officer of the PHPOA, except as to matters in which they shall be finally adjudged in such action, suit or proceeding to be liable for gross negligence or willful misconduct. In the event of a settlement, indemnification shall be provided only in connection with such matters covered by the settlement as to which the PHPOA is advised by counsel that the persons to be indemnified have not been guilty of gross negligence or willful misconduct in the performance of their duties as such Director or Officer may be entitled. All liability, loss damage, cost and expense incurred or suffered by the PHPOA by reason or arising out of or in connection with the forgoing indemnification provisions shall be treated and handled by the PHPOA as common expense.

Article 5 – Officers

5.1 Designation – The officers of the PHPOA shall be a President, a Vice-President, a Secretary, an Assistant Secretary, a Treasurer, and an Assistant Treasurer, all of whom shall be elected by the Board of Directors. The President, Vice-President, Secretary, Treasurer, Assistant Secretary, and Assistant Treasurer shall be elected from the members of the Board of Directors, by the members of the Board of Directors.

5.2 Election of Officers – The Officers of the PHPOA shall be elected annually by the Board of Directors at the organization meeting of each new Board and shall hold office at the pleasure of the Board.

5.3 Removal of Officers – Upon an affirmative vote of a majority of the members of the Board of Directors, officers may be removed with cause, and their successors elected at any regular meeting of the Board of Directors, or at any special meeting of the Board called for such purpose.

5.4 President – The President shall be the chief executive officer of the PHPOA and shall preside at all the meetings of the PHPOA and of the Board of Directors. The President shall have all the general powers and duties which are usually vested in the office of President of a corporation, including but not limited to the discretionary powers to appoint committees from among qualified lot owners to assist in the conduct of the affairs of the PHPOA.

5.5 Vice-President – The Vice-President shall act at the President’s direction and shall have all the powers, authority, and obligations of the President in the President’s absence.

5.6 Secretary – The Secretary shall have the following responsibilities and duties: (1) keep the minutes of all meetings of the Board of Directors and the minutes of all meetings of the PHPOA; (2) shall have charge of such books and papers as the Board of Directors may direct; (3) in general, perform all the duties of the office of Secretary.

5.7 Assistant Secretary – The Assistant Secretary shall, in the absence of or disability of the Secretary, perform the duties and exercise the powers of the Secretary.

5.8 Treasurer – The Treasurer shall have the responsibility for the PHPOA funds and shall be responsible for keeping full and accurate accounts of all receipts and disbursements in books belonging to the PHPOA. The Treasurer shall also be responsible for the deposit of all moneys and other valuable effects in the name and to the credit, of the PHPOA in such depository as may be designated by the Board of Directors.

5.9 Assistant Treasurer – The Assistant Treasurer shall in the absence or disability of the Treasurer, perform the duties and exercise the powers of the Treasurer.

Article 6 – Obligation of the Lot Owners

6.1 Assessments and Liens – Lot owners in the subdivision shall be obligated to pay the monthly assessments imposed by the PHPOA as stipulated in "Exhibit A – Pendleton Harbor Subdivision Protective Covenants, Restrictions, and Lot Assessments - Section 16b (attached to this document) to meet the common expenses.

6.2 General – Each lot owner is required to comply strictly with all the provisions of "Exhibit A" – Pendleton Harbor Subdivision Protective Covenants, Restrictions, and Lot Assessments" of said document.

Article 7 – Amendments to PHPOA By-Laws

7.1 Amendments – These By-Laws may be amended by the PHPOA at any duly constituted meeting of qualified lot owners called for such purpose, but no Amendment shall take effect unless approved by a majority vote of the members at a meeting at which a quorum is represented in person or by absentee ballot..

7.2 Approval – Upon approval of a modification to this document per paragraph "7.1 Amendments" the current President and Secretary of the PHPOA will sign and date the amended copy and file it for record at the Sabine County Courthouse. The filed copy will become the record copy and will be considered current and active for purpose of reference to the PHPOA By-Laws.

_____________________ 4/30/08

President, PHPOA Date

_____________________  4/30/08

Secretary, PHPOA Date

State of Texas

County of Sabine

Before me personally appeared on this day __________________ (President, PHPOA) and __________________

Secretary, PHPOA), known to me to be the persons whose names are subscribed to the foregoing instrument and who acknowledged to me that he/she executed the same for the purposes expressed therein.

 

Given under my hand and seal of office this

_______day of ____________, 200__.

______________________________ (Signature of Notary)
______________________________

(Print Notary Name, County, Expiration Date)



PHPOA By-Laws
were officially recorded in the Official Public Records of Sabine County, Texas, in  Volume 0276 page 185-190 on May 1, 2008.

 

 

PROTECTIVE COVENANTS, RESTRICTIONS, AND LOT ASSESSMENTS

Exhibit A

PROTECTIVE COVENANTS, RESTRICTIONS,

AND LOT ASSESSMENTS

  1. No numbered lot in Units 1 through 14-A shall be used for other than residential purposes. No building shall be erected on any lot in Units 1 through 14-A other than one single-family dwelling. The floor area of any dwelling on any residential lot shall not be less than 800 square feet, exclusive of garage, porch, patio and basement.
  2. No dwelling shall be erected on any lot until the plans and specifications and plot-plan therefore have been approved in writing by Pendleton Harbor Property Owner’s Association (PHPOA).
  3. No soil or trees shall be removed from any lot for any commercial use. Cutting of trees shall be limited to the extend necessary for residential construction.
     
  4. No residence, fence, or structure of any type shall be located on any residential lot nearer to the front line than the minimum building set-back line shown on the recorded plat of the subdivision. For the purposes hereof, eaves, steps and open porches or patios shall not be considered as part of the building.
  5. No structure of a temporary character, mobile homes, trailer, tent, shack, garage, or other outbuilding shall be placed on any residential lot (Units 1 through 14-A at any time or used as a residence, either temporarily or permanently, except Unit 6, where Mobile Homes are allowed by recorded designation. However, waterfront lot owners may construct boat houses and docks upon receipt of approval from the Sabine River Authority. Any garage shall be constructed at the same time or subsequent to the construction of the dwelling it is intended to serve. All improvements shall be completed within six (6) months from the beginning of construction. No outhouse shall be permitted on any of the subdivision.
  6. All lavatories, toilets and bath facilities shall be installed indoors, shall be connected with adequate grease traps, septic tanks, and field lines constructed to comply with the specifications of the state and local health authorities and shall be installed and functioning before the residence is occupied. No "outside" or surface toilets shall be permitted under any circumstances. All septic tanks must meet standards of state authorities and, where applicable, the requirements of the Sabine River Authority, including a permit.
  7. The pumping of water from any lakes or ponds is prohibited, except by special permit in writing granted by Pendleton Harbor Corporation.
  8. No water well shall be drilled upon any lot so long as water for domestic use shall otherwise be available to the lot from Pendleton Utility Corporation, or its successors or assigns as the owner of the water system at Pendleton Harbor.
  9. No animals, except dogs, cats, or other household pets may be kept on any lot except by permission of Pendleton Harbor Corporation.
  10. Lot owners must contain outside fires under close supervision.
  11. Use of firearms on the premises is strictly prohibited.
  12. Each lot shall be kept clean and free of all trash, garbage, and debris at all times. All commercial or political advertising and "For Sale" signs are specifically prohibited.
  13. No noxious or offensive activity shall be carried on upon any lot nor shall anything be done thereon which may be or become a nuisance. The racing of vehicles, including motor bikes, over Subdivision streets is prohibited.
  14. There shall be reserved all easements reserved on the recorded plat and also those provided herein to be reserved for the construction, operation and maintenance of all streets and all types of utilities. The utility easement reserved herein shall expressly include, without limitation, water, electricity, telephones, cable TV, gas and sewage easements in favor of parties designated by Pendleton Harbor Corporation and such easements shall exist not only in the platted streets and roads, but also shall extend five (5) feet over onto the adjacent lots, is well as on the rear five (5) feet of each lot.
  15. Units 6, 15, and 16 are specifically reserved for Mobile Homes. Likewise, Unit 18 is specifically reserved for Recreational Vehicle owners, although small mobile homes may be located on lots in Unit 18. No mobile home or recreational vehicle may be located or parked on any lot in Units 1 through 14-A for the purpose of dwelling, either temporary or permanent, except Unit 6, where Mobile Homes are allowed by recorded designation.
  16. Each lot owner for himself, his heirs, executors or assigns, agrees in pay, as part of the consideration for this sale, the following fees, dues, or assessments:
  17. *a. Harbor Yacht Club - Minimum membership dues of $6.00 monthly ($60.00 annually if paid in January). For lots in Unit 18 only, minimum membership dues are $30.00 annually, payable in January each year. Only one membership in the club is required, regardless of the number of lots owned. Club members are subject to the rules and regulations of the Club, which include expulsion for cause.

    b.PHPOA - Minimum dues are $7.50 per month for each lot owned. Dues in Unit 18 only are $40.00 annually for each lot owned, payable in January.

            *As amended: 1-1-83….membership is voluntary.

c.Pendleton Utility Corporation - A flat minimum fee of $4.00 per month is assessed for water service for each lot owned, whether connected for water or not. The minimum one-time tap on fee is $150.00. Following tap on, the minimum monthly fee may be discontinued and water metered at the prevailing rate. In Unit 18 only, there is a minimum annual fee of $25.00 for each lot owned, payable in January of each year. In Unit 18 only, the one-time tap on fee is $75.00 for each lot owned. Following tap on in Unit 18, the minimum annual fee may be discontinued and water metered at the prevailing rate.

    The aforesaid charges for Harbor Yacht Club, PHPOA, and Pendleton Utility Corporation are subject to change without notice, from time to time, as costs and conditions reasonable justify.

    Harbor Yacht Club, Pendleton Harbor Property Owners’ Association, and Pendleton Utility Corp, each shall have a lien (with priority in the order listed) upon the lot of each owner, second and inferior to the lien for taxes and to any recorded deed of trust, mortgage or other security instrument now existing or hereafter created, to secure the payment of the dues, fees and assessments, payable as set out above, including any and all court costs and reasonable attorney’s fees incurred in connection with collection of the same.

      17.  No sale, transfer, lease or other disposition of any lot shall be consummated unless and until the purchaser or transferee has notified Pendleton Harbor Corporation. At the same time, the new owner must apply and be accepted for water service, as well as membership in Harbor Yacht Club and PHPOA. This restriction shall not apply, however, to a lending institution which may bid on any lot at a foreclosure sale, nor shall it apply upon the death of any owner to a transfer by will or intestacy pursuant to the laws of the State of Texas.

     18.  If a numbered lot which has been sold shall be acquired by someone who has not been approved for membership in the Association or if such an owner ceases to be a member of the Association, nonetheless, such lot owner shall be obligated and he hereby agrees that he will pay such portion of the specific expenses required and expended by the Association solely for the maintenance of the parks, roads, lanes, and other recreational facilities and the furnishing of security protection that he would otherwise be required to pay if he was then in fact a member of the Association, as determined by the accountant for the Association.


     19.  Notwithstanding anything to the contrary contained herein, Pendleton Harbor Corporation reserves for itself or its designated agent or agents the right to use any unsold lot or lots for any purpose to improve the subdivision. Areas designated by Pendleton as "Reserved" on its plats of said development are not subject to these restrictive covenants or the assessments outlined herein unless hereafter specifically so provided by PHPOA.

     20.  These restrictions, covenants, and conditions may be enforced by Pendleton Harbor Corporation or by the owner of any lot in said subdivision either by proceedings for injunction or to recover damages for breach thereof, or both. However, only the Club, the PHPOA, or Pendleton Utility Corporation, their successors or assigns, may file suit to collect any of the sums mentioned in Paragraph 16 above or to enforce foreclosure of any lien therein granted. Suit under this paragraph shall be filed in any court of competent jurisdiction with venue to be exclusively in Sabine County, Texas.

     21.  These restrictions, covenants, and assessments are to run with the land shall inure to the benefit of and be binding on all parties and their heirs, representatives, successors and assigns, until September 1, 1990, after which time they shall be automatically extended for successive periods of ten years each unless an instrument signed by a majority of the lot owners in said subdivision has been recorded, agreeing to a change therein in whole or in part.

     22.  If any portion of these restrictions, covenants and conditions shall be declared invalid by judgment or court order, it shall not affect the validity of any other provision or portion thereof. Failure to enforce any one or more provisions hereof shall not constitute a waiver thereof or invalidate such provision or provisions.

     23.  No owner of any lot shall be entitled to participate or vote at the Annual Meeting of property owners unless all fees, dues, and assessments are currently paid to Harbor Yacht Club, PHPOA and Pendleton Utility Corp.

     24.  Pendleton Harbor Corporation may assign, at its discretion, at any time, in whole or in part, any of its powers and functions hereunder to PHPOA, whereupon PHPOA shall be fully entitled to exercise such powers and functions as fully as if they had been initially reserved in its favor.

 

PHPOA Covenants & Restrictions were officially recorded in the Official Public Records of Sabine County, Texas in Volume 0185, page 165,166

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