Administration
It is a non-profit organization, similar to a small city government, which is chartered with the State of Texas. The main responsibilities are to govern the community through the recorded rules and regulations (Deed Restrictions), levy and collect assessments to pay for the services and facilities/amenities owned by the Association, and provide the services that are listed in the governing documents for the owners within the community.
Membership in the Association is mandatory and automatic to all property owners within Quail Forest. When someone purchases a property in Quail Forest, their property is already encumbered by the recorded Deed Restrictions; therefore, all obligations cited in the restrictions, as well as any state statutes applicable to associations, automatically apply.
Your Association is governed by a Board of Directors (Board); there are five directors who are elected by the membership through a nomination and election process. Any member may run for a Board position. The Board serves in a voluntary capacity and does not receive compensation for their service. The Association contracts with a professional management company to perform the majority of the duties in the day-to-day operations of the association. The management company is:
Creative Management Company (CMC)
8323 Southwest Freeway, Suite 330
Houston, TX 77074
713-772-4420
general@cmctx.com
The Association has committees which offer various opportunities for homeowners to become involved. If you are interested, please email general@cmctx.com (put Quail Forest Committees in the subject line). Committee information will be sent to you and you can decide where your interest, time, and talents would be best utilized.
If you rent your home:
• Update your contact and mailing information with CMC; otherwise, all notices, including annual assessment statements, will be mailed to your Westover Park address. Each owner is responsible for updating the association with their current mailing address.
• Provide your tenants with a copy of the deed restrictions and state in your lease agreement that they are responsible for abiding by all community rules.
• If your tenant has a deed restriction violation, a letter will be sent to them and you. As the owner, you are ultimately responsible for the actions of your renters and any enforcement actions will be taken against you as the property owner.
• If you have a rental home, decide whether you or your tenants will receive the amenity access card- we cannot issue these to both the tenants and absentee owner.
If you are the tenant:
• The HOA wants you to be aware of all the community rules and you are encouraged to contact the management company and obtain a copy of the deed restrictions and amenity rules if they were not provided by your landlord.
• You are welcome and encouraged to participate in any of the HOA community events and become involved in any of our committees – we want you to feel a part of the great community.
• You, like any property owner, are responsible for abiding by the rules/deed restrictions that govern our community.
If you sell your home:
• You still must pay your assessments even though you intend to sell your home to avoid the late fee and finance charges. The mortgage company will prorate your paid annual assessments as of the closing date and you would be refunded the prorated amount from the purchaser as part of the closing transaction handled by the title company.
• The mortgage company will send CMC a copy of the top page of the conveyance documents to show the property was sold and when; CMC will then remove you as owner and add the new owner.
Assessments
Each owner is obligated to pay their annual assessments. The assessments provide the operating income to manage the Association and maintain its assets. The assessments are billed out in November and are due January 1 of the upcoming year and deemed delinquent if not received in the account by January 31 of that upcoming year. Assessments are billed in advance for the upcoming year and not in arrears. There is a one-time late fee and a monthly finance charge assessed for all accounts not paid by the published due date. Payment plans are available but must be requested and arranged through CMC.
The vast majority of mortgage companies do not escrow for association assessments. They do not spend the time to locate the information on behalf of their mortgage clients. If you believe your escrow includes your annual assessments, please confirm that with your mortgage company and make sure they pay it on time on your behalf and you must forward them the annual assessment invoice.
Requests for payment plans are to be sent via email to general@cmctx.com (put Quail Forest Payment Plan in the subject line). The Collection Department at CMC will review your request and respond accordingly. Anyone who had an approved payment plan in the past and defaulted on that plan is not eligible for a new payment plan.
See the Assessment Payment Instructions page for detailed instructions.
The legal obligation to pay assessments, as cited in the recorded restrictions, is not tied to whether you use any of the Association’s amenities. Everyone must pay the annual assessments. They are not based on usage of amenities or services.
The Board has set forth a collection policy that is carried out by CMC. Past due notices are sent to any delinquent account, a late fee is applied to the unpaid balance and finance charges continue to be added as long as the account remains unpaid. If collection efforts are ignored, the account will be sent to the Association’s attorney for a legal demand letter and filing of an assessment lien. If the account remains unpaid, it could result in legal action for a foreclosure suit. All costs of collection, including the Association’s legal fees, are added onto the homeowner’s account.
• Operating and maintaining all of the amenities
• Insurance for the Association’s common areas, physical property, general liability, Director and Officer Liability, Workers' Comp, Fidelity, etc.
• Landscape maintenance of all common areas
• Pool management and maintenance
• Management company
• Legal services when needed for corporate matters, collections, and rules enforcement
• General administrative expenses
• Utilities for common areas – water, electricity, and 911 phones
• Property and income taxes
Amenities
- Recreation center, with swimming pool and baby pool and playground
- Two lighted tennis courts, also set up with a basketball goal
- The pools are managed by a professional lifeguard company and are open weekends in May, full time 6 days a week during the summer and weekends through September – schedule is set based on the school district calendar. Pools are only open when lifeguards are on duty. See Facility Hours for more information.
- Pools can be rented for private parties, outside of the published community swim schedule, from May through September. There is a rental fee and a lifeguard fee for private parties. All party requests are handled by Aquatic Management of Houston. Call 281-446-5003. Your assessments must be paid current in order to request a private party and they will verify that information with CMC.
- Access to the community pools and tennis courts is by a programmed access card. Each household who was current on their 2018 assessments were issued one complimentary card in May 2018. Additional cards and replacement cards are available by request with payment by check through the mail to CMC. Guests are permitted at the pools but must be accompanied by a resident with a current access card.
- The same key card is required for access to the tennis courts. Assessments must be paid current in order to purchase a key card.
- Access to the restrooms is also available with the programmed access card from 7am to 10pm There is a camera surveillance system in place at the amenity center to monitor the facilities against vandalism.
- Access to the recorded data is only available to the HOA Board, Management and Law Enforcement officials. This is not a security system for anyone’s protection but rather a system to dissuade vandalism.
Deed Restrictions and More
Click here or you can ask CMC to email or mail you a copy.
Yards and landscaping need to be maintained on a regular basis to promote an attractive, healthy condition. Exterior of homes need to be kept free of mold/algae buildup on brick and siding. Driveways are not to be used for storing items such as trash cans, miscellaneous items, toys, hoses, buckets, etc. Picnic tables, large toys, etc. are not to be stored in the front yard – the back yard is the appropriate place for these types of items.
We ask everyone to keep the fallen leaves and pine needles out of the streets and out of the storm sewer inlets. We do not want our storm sewer systems clogged up with this tree debris as it will negatively affect the proper flow of rain flowing off the streets into the drains and through the underground systems. Also keeping the pine needles off of your roofs is a good maintenance practice for your roofs as well.
Non-commercial vehicles that are currently licensed, street legal, and operable. No inoperable vehicles, trailers of any kind, RVs, boats, etc. may be parked on the driveway or in the street or on the property unless behind your wooden fence (and not visible above the fence). Boats and RV type vehicles may be parked for a short duration: only to be able to pack them up for use or unpack them after use.
You may park your cars and trucks (for personal use vehicles only) on the streets since they are city streets; however, you should only park on the street if you cannot park on your driveway or inside your garage, and only for a short period of time and you should park facing the correct direction and not blocking mailboxes or safe ingress or egress of driveways. Ongoing, routine street parking of residents’ vehicles is not permitted and causes unnecessary inconveniences, reduces positive curb appeal for the surrounding neighbors, and restricts safe traffic flow.
Yes, you may report it to CMC by sending the details of what address it belongs to, make, model, and license plate # to general@cmctx.com If you know your neighbors who own the vehicle, we would suggest you nicely mention it to them first; perhaps they just need a friendly reminder and may not be aware it is causing a problem.
All homes are required to have a main landscape bed across the front slab area of their home and the plants need to be healthy, trimmed, and maintained along with keeping the beds free of weeds. You should replace dead or missing plants and keep the beds weeded and mulched.
Please email the address, the suspected violation, any details you have, and preferably a photo to general@cmctx.com (reference Quail Forest Deed Restriction Violation in the subject line). All inquiries are kept confidential. Management will follow up on the matter.
The Association has a general nuisance/annoyance clause and we can send a letter to the dog owner; however, most homeowners deny it is their dog. We suggest calling Harris County Animal Control with the address and details and ask them to send an officer out to investigate and talk to the dog owners.
Yes. All fences belong to the homeowner. As such, it is the homeowner's responsibility to repair/replace wooden fences as needed. Any fence that is planned to be stained or painted must submit the true color sample to the ACC for review and approval before the project begins.
The Association has an Architectural Control Committee (ACC) authorized through the recorded Deed Restrictions that is charged with reviewing and acting upon applications submitted for exterior projects for major repairs and improvements to properties within the community; even those that are not visible from the street. These include but are not limited to replacement fences, fence painting or staining, pools, patios and patio covers, room additions, new windows, exterior painting, driveway and sidewalk replacement, driveway gates, etc. The ACC application and required supporting documents should be submitted to CMC. CMC will review the submittal for completeness and will notify the owner if there are any questions or missing information. Once CMC deems the application is complete, it is submitted promptly to the ACC for review. The ACC prides itself on a prompt review of each application. CMC will notify the owner via email, when an email address is provided on the application, of the ACC’s decision and when approved, the project may commence.