HomeMy WebLinkAboutWilliams Creek Lake Esates10/2012 Staying Connected through Neighborhood Partnerships. 1
NEIGHBORHOOD PARTNERSHIP PROGRAM
Neighborhood Services, 1207 Texas Ave., P.O. Box 9960, College Station, TX 77842
Phone: 979-764-6262 Fax: 979-764-3496 E-mail: NeighborhoodServices@cstx.gov
Neighborhoods are the basic building blocks of the community, and their health and vitality are essential
to the future of College Station. Strong neighborhoods are not just a collection of houses within a
subdivision boundary; they contribute to a unique sense of place and community identity, with residents
contributing to partnerships, leadership, and civic involvement. In many ways, a community is only as
strong and sustainable as its neighborhoods.
The Neighborhood Partnership Program was created to build helpful, collaborative relationships
between neighborhoods, community organizations, and the City of College Station. The Neighborhood
Services Unit is the City’s primary liaison with neighborhood organizations, and on behalf of the City and
these neighborhood organizations, Neighborhood Services maintains ongoing communications with
community organizations that can have a positive impact on neighborhoods. As with any successful
relationship, all parties share responsibility in creating an alliance that is effective and benefit all
involved. The following describes the benefits the City offers to participating neighborhood
organizations and the City’s expectations for the neighborhoods in the partnership.
The City’s Commitment
To increase neighborhood integrity, in partnership with College Station homeowner and neighborhood
associations, other City divisions, and community organizations, the City of College Station through
Neighborhood Services pledges to:
Provide start-up support to neighborhoods establishing or revitalizing associations;
Assist with the planning of annual or large neighborhood meetings;
Host meetings and trainings that provide training for association officers and representatives;
Host meetings and trainings that provide a forum for networking and education on local and
regional topics;
Help to resolve neighborhood conflicts;
Administer the Strong & Sustainable Grant Program to foster neighborhood identity and
community;
Administer the Mosquito Abatement Grant Program to facilitate the systematic reduction of
mosquitoes and associated diseases;
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Assist Homeowner Associations, Neighborhood Associations, and other City departments in their
implementation of adopted neighborhood plans;
Maintain a database of all registered Homeowner Associations (HOAs) and Neighborhood
Associations (NAs) to enhance community communication;
Notify associations of public hearings pertaining to development, public works, and other municipal
projects in the vicinity of their neighborhood;
Distribute a regular neighborhood email newsletter to association board members providing
information regarding neighborhood, community, and City events; and
Act as a central access point within the City to direct questions, concerns, and complaints to various
departments. Serve as the liaison between the City departments, City Managers, the Mayor, and
neighborhoods.
The Neighborhood’s Commitment
In the spirit of partnership, homeowner and neighborhood associations that are a part of the
Neighborhood Partnership Program will:
Have an active board with officers in place;
Provide Neighborhood Services with a list of all association board officers’ contact information and
promptly notify Neighborhood Services when there are association leadership changes in personnel
or contact information;
Distribute information communicated from Neighborhood Services to the association’s board to
association members, as appropriate;
Provide Neighborhood Services with a copy of current association bylaws and promptly provide
Neighborhood Services with any amendments;
Provide Neighborhood Services with association meeting agendas at least 72 hours prior to
meetings, copies of association minutes within a week after meeting, and an annual update on the
neighborhood organization;
Hold at least one annual meeting where the entire neighborhood is invited and can attend;
Attend at least one Neighborhood Services sponsored event annually; and
Attend at least one Neighborhood Services sponsored board-member training session annually.
Please note that all information that is provided to the City of College Station’s Neighborhood Services
Division becomes public information and subject to open records requirements.
The details of the program are described below.
10/2012 Staying Connected through Neighborhood Partnerships. 3
THE NEIGHBORHOOD PARTNERSHIP PROGRAM
Neighborhood Criteria
The following criteria were established to encourage homeowner and neighborhood associations, and
the individuals making up the associations that register with the Neighborhood Partnership Program to
function as democratic representatives of neighborhood residents.
Eligibility.
Only associations within the College Station city limits will be eligible to participate in the
Neighborhood Partnership Program and receive services. Associations outside of the city limits
and/or in the Extraterritorial Jurisdiction can sign up for Neighborhood Services emails, newsletters,
and other similar communications via the City’s E-Notifier System at cstx.gov/enotify.
Membership.
Homeowner Associations.
Homeowners associations are governed by the State of Texas Property Code. Membership
guidelines are detailed in the property deed restrictions. Race, color, creed, sex, age, heritage,
or national origin shall not limit participation or membership. Homeowners associations are
encouraged to involve non-property owner neighbors in their social and civic events.
Neighborhood Associations.
Neighborhood association membership should be open to all tenants and property owners
residing within the neighborhood association boundaries. Race, color, creed, sex, age, heritage,
national origin, or income level shall not limit participation or membership. Neighborhood
Associations dues and membership fees are voluntary.
Boundaries.
The boundaries of an association may not overlap the boundaries of another formally registered
association in partnership with the City. Homeowners Associations boundaries are determined by
deed restrictions. Neighborhood Association boundaries shall be established by the association
membership. The following should be considered when establishing Neighborhood Association
boundaries:
Patterns of development and placement of property lines;
Natural physical boundaries such as landforms and water bodies; and/or
Man-made boundaries such as major thoroughfares and street connection patterns.
Bylaws.
Each association must adopt written bylaws. At a minimum, bylaws shall include a description of the
organization, procedures for democratic voting and elections, and the process for the adoption and
amendment of bylaws. A copy of the bylaws must be provided to Neighborhood Services.
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Meetings.
Associations should establish a meeting schedule. Quarterly meetings are encouraged, with the
minimum requirement of one general neighborhood meeting per year. Subject to the State’s Open
Meetings Law, meetings and records are open to all residents in the neighborhood. The time, place,
and purpose of the meeting must be well publicized throughout the neighborhood and provided to
Neighborhood Services at least 72 hours prior to the meeting.
Officers and Representatives.
Associations must have an election or agreed-upon selection process for officers and
representatives.
Association Management Companies.
All associations that employ management companies are still required to provide Neighborhood
Services with the contact information for each association’s board members. This will allow
Neighborhood Services and other City staff to be able to directly contact neighborhood
representatives when necessary as well having contact information for management company staff.
Neighborhood Partnership Records.
In order for association information to remain current and accurate, Neighborhood Services shall to
be kept up to date on any changes to required association information. All changes to association
boundaries, by-laws, officers, and contact information shall be emailed, mailed, or faxed to
Neighborhood Services within 30 calendar days of the changes. Please note that all records and
information kept by Neighborhood Services, including association leadership contact information, is
subject Open Records Requests and may appear on the list of Registered Partners on the
Neighborhood Services web page.
Program Benefits
The City of College Station is dedicated to assisting neighborhoods, and has found that it is most
beneficial to all involved to work with organized groups that have come together to strengthen the
fabric of where they live. The City strives to engage neighborhoods in the community dialog and support
their enrichment.
Information Exchange.
Neighborhood Services is the City’s primary liaison with HOAs and NAs. Typical communications
include:
Notifications of public hearings pertaining to development;
Regularly emailed newsletters containing topics that affect neighborhoods and information
regarding community and City events;
Press releases and memos forwarded via email to inform citizens of a pressing community issue
in a timely manner;
Efforts to coordinate meetings between City staff and neighborhoods regarding public safety,
public works projects, and other municipal projects and services planned in the vicinity of the
neighborhood; and
Notifications sent via email of public works and other municipal projects in the vicinity of the
neighborhood.
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All information is communicated to association board members, in trust that the information will be
appropriately distributed to all association members and neighbors in a timely manner.
Educational and Networking Opportunities.
There are a number of educational and networking opportunities available throughout the year to
associations that are a part of the Neighborhood Partnership Program. Examples of such events are:
Seminar Suppers: These events provide a venue for associations to network, to hear
presentations on topics of importance to associations, and to give them a chance to learn about
important issues going on in the City. They are typically held every other month.
Green College Station: This initiative focuses on educating residents on all of the “green” and
conservation-oriented programs the City of College Station offers, as well as informing residents
of other similar programs and opportunities available in the community.
Community Association Institute Training: Neighborhood Services has partnered with the
Greater Houston Chapter of the Community Association Institute (CAI) to bring quality training
and workshops to College Station homeowners associations and neighborhood associations. CAI
specializes in training neighborhood leaders and managers on the best practices of association
operations. The trainings feature experts in the subject areas and offer participants certificates
and continuing education training credits for attending workshops.
CAI workshops may or may not be open to individuals and community associations outside of
the Neighborhood Partnership Program, depending on the value it may provide to
neighborhoods and to the City. If there are budgetary or space limitations, priority will be given
to those that are part of the Neighborhood Partnership Program.
Schedules for educational and networking opportunities will be sent out on a regular basis with
dates, times, and registration information.
Grant Programs.
One of the benefits of the Neighborhood Partnership Program is being eligible for grant programs
offered through Neighborhood Services. To be eligible to receive Strong & Sustainable
Neighborhood Grant funds, associations must have been active members of the Neighborhood
Partnership Program for at least one year prior to applying for funds. The Strong & Sustainable
Neighborhood Grant may be awarded for several purposes—neighborhood identification,
neighborhood-building activities, and the implementation of City Council adopted neighborhood
plans. Gateway Grants are one type of grant in the program and are matching grants for
homeowner associations to construct signs identifying their neighborhoods at or near their
entrances. Other Strong & Sustainable Neighborhood Grants are for activities that strengthen
associations and improve neighborhoods, and they may or may not be matching grants, depending
upon the project being funded. Homeowners associations and neighborhood associations will need
to provide a match for non-physical projects and community building projects. They may provide a
match for a physical project that helps to implement their City Council adopted neighborhood plan.
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The Mosquito Abatement Grant Program allows associations to annually receive up to $200 worth
of mosquito abatement products to assist in the prevention of mosquito breeding. All active
neighborhood partners may apply for a Mosquito Abatement Program grant, regardless of their
length of time in the program. Program applications are typically accepted beginning in April of each
year, and are accepted throughout the mosquito breeding season, usually ending around October.
Neighborhood Clean Up Program.
Neighborhood Services has partnered with the City of College Station Sanitation Department to
offer the Neighborhood Clean-Up Program. Two or three neighborhoods may be chosen annually
after they submit brief applications about the purposes and goals of their clean-ups. Once selected,
neighborhoods will schedule a day for the clean-up. Sanitation crews will deliver one or two large
containers to the neighborhood the day before the clean-up and pick them up the end of the day
after the clean-up, at no cost to the neighborhood.
Membership Status
In the nature of partnership, it will be necessary for HOAs and NAs to maintain “active” partnership
status to receive the benefits of the City/neighborhood collaboration.
Active Status
To be active, an association must:
Attend at least one Neighborhood Services sponsored event annually;
Attend at least one Neighborhood Services sponsored board-member training session
annually;
Have an active board with officers in place;
Provide Neighborhood Services with a list of all association board officers’ contact
information and promptly notify Neighborhood Services when there are association
leadership changes in personnel or contact information;
Provide Neighborhood Services with a copy of current association bylaws and promptly
provide Neighborhood Services with any amendments;
Provide Neighborhood Services with association meeting agendas at least 72 hours prior to
meetings, copies of association minutes within a week after meeting, and an annual update
on the neighborhood organization;
Provide Neighborhood Services with meeting agendas sent prior to meetings, copies of
association minutes within a week after meetings and an annual update on the
neighborhood organization; and
Hold at least one annual meeting where the entire neighborhood is invited and can attend.
Inactive Status
Communication is the cornerstone of the relationship. If Neighborhood Services is not provided
information or updated information in the expected timeframes, it cannot exchange effective and
timely information with the association. If Neighborhood Services becomes aware that association
information has become outdated and new information has not been provided to the Neighborhood
Services Coordinator, the neighborhood will be sent an Association Information Update Form via the
last known addresses of the association’s leadership. A completed form is required to be returned
within 30 calendar days of postmark to Neighborhood Services.
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Neighborhood Services will review its programs annually and if an association is not participating in
at least the minimum required amount of networking or training provided by the City, the
association’s leadership will be contacted by the Neighborhood Services Coordinator to discuss why
the opportunities were not valued or to see if the association would benefit from one-on-one
organizational support. A goal of the program is to help associations be strong and successful.
Letter of Non-Compliance.
If an Association Update Form is not returned within 30 calendar days, and/or the
Neighborhood Services Coordinator is unable to reach a designated contact for the association
to discuss training needs, a Letter of Non-Compliance will be sent to the last known contacts for
the association.
Compliance Time Limit.
An association receiving a Letter of Non-Compliance will be given 30 calendar days from
postmark to provide the required information to Neighborhood Services to maintain its active
status in the Neighborhood Partnership Program. The Neighborhood Services Coordinator shall
receive this information by email, fax, mail, or hand delivery.
Letter of Removal from Active Status.
If an association has not responded to the Letter of Non-Compliance within the defined
timeframe, a Letter of Removal to designate the association as “Inactive” will be sent to the last
known contacts for the association. This inactive status will be reflected in the
Neighborhood/HOA Association listing and database, and likewise will be removed from the
official map showing neighborhoods that are a part of the Neighborhood Partnership Program.
Associations designated “Inactive” will not be eligible for the benefits provided through the
Neighborhood Partnership Program and will lose their tenure with the program.
Reinstatement to Active Status.
The City values the relationship with and the efforts and accomplishments of neighborhood
organizations, and would be disappointed to see any of them struggle to strengthen the
integrity of their neighborhood. If assistance from Neighborhood Services is needed to re-
establish the organization, the City will provide the start-up support requested. An association
that is designated “inactive” may be immediately reinstated into the Neighborhood Partnership
Program once updated information is submitted to Neighborhood Services.
For more information on the Neighborhood Partnership Program, please contact the Neighborhood
Services Coordinator at 979.764.3570 or at NeighborhoodServices@cstx.gov. To apply for the program,
please complete the attached Neighborhood Partnership Program Application and submit to the
Neighborhood Services office.
10/12 Staying Connected through Neighborhood Partnerships. 1
NEIGHBORHOOD PARTNERSHIP PROGRAM APPLICATION
Neighborhood Services, 1207 Texas Ave., P.O. Box 9960, College Station, TX 77842
Phone: 979-764-6262 Fax: 979-764-3496 E-mail: NeighborhoodServices@cstx.gov
DATE:____________________ ASSOCIATION NAME:_________________________________________
Neighborhood Association – A voluntary organization of residents.
Home Owners’ Association – Legal entity operating under State regulation.
Describe the geographic boundaries of your association (north, south, east, west):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
How many households are in this association? _____________________________________________
In what month are new officers elected? __________________________________________________
When and how often will neighborhood meetings be held? ___________________________________
_____________________________________________________________________________________
Association's website (if applicable): ______________________________________________________
Minimum Submittal Requirements
Completed Neighborhood Partnership Program Application.
Declaration of Participation
List of association board members and their contact information (phone number, email address,
mailing address). Please note that all of this information will be subject to Open Records Requests
unless contact information is specifically requested by the individual to be withheld. Listing of
committee chairs is appreciated, but optional.
Copy of current association bylaws, including any recent amendments.
Map of neighborhood showing association boundaries.
X
X
X
X
X
16 May 2024 Williams Creek Lake Estates Owner Association
59
Once Per Year in the Fall, Typically in October
At the General Membership Meeting In the Fall, Typically October
N/A
Entrance on the East Side of Rock Prairie (across from CCISD Bus Barn). Currently this is the only access to the
neighborhood consisting of 59 residential lots. North and East are pastureland, West is Undeveloped Property along
WD Fitch, and South is Rock Prairie. There are two gated areas contained within our footprint that
operate as a separate Owner's Association.
10/12 Staying Connected through Neighborhood Partnerships. 2
CONTACT INFORMATION
The Neighborhood Services Office requires each association to identify a primary contact who will serve
as City staff's first point of contact concerning neighborhood issues. This contact may be changed by the
association at any time. Establishing a first point of contact is strictly for efficiency in disseminating
information. Neighborhood Services welcomes any association member or College Station resident to
contact our staff at any time.
Primary Contact (whose contact information for first point of contact):
Name: _______________________________________________Title: ___________________________
Address:_______________________________________________________________ Zip:___________
Email: _______________________________________________________________________________
Phone number where this person may be reached during business hours: ________________________
Phone number where this person may be reached after business hours: _________________________
Person in charge of the association’s newsletter and/or website (if applicable):
Name: _______________________________________________Title: ___________________________
Address:_______________________________________________________________ Zip:___________
Email: _______________________________________________________________________________
Phone number where this person may be reached during business hours: ________________________
Robert A. Parker (Bob)President
2108 Robcon Way, College Station, Tx 77845
parkerr80@hotmail.com
254-709-9540
254-709-9540
N/A
10/12
Neighborhood Partnership Program
Declaration of Participation
The
____________________________________________________
Name of Association
Homeowners’ Association
Neighborhood Association
declares on this date
________________________,______________
Month Day Year
our desire to participate in the City of College Station
Neighborhood Partnership Program.
We understand the expectations of the association and the City
of College Station and look forward to a mutually beneficial
relationship.
Signed by:
Association Officer Date
May 16th 2024
Robert A. Parker, President
16 May 2024