# Records Request — Lakes of Woodtrace Community Association, Inc. / Crest Management
## DRAFT FOR OWNER REVIEW — NOT YET SENT

**From:** [Requesting homeowner(s) / representative — to be completed]
**To:** Lakes of Woodtrace Community Association, Inc., c/o Crest Management (designated
representative per recorded management certificate #2025110172, Carolyn Bonds)
**Date:** [to be completed] · **Response requested within:** the period required by applicable
Texas law and the Association's Records Production and Copying Policy.

### Cover note
This is a good-faith request for Association books and records to resolve specific, documented
questions. It is factual and non-accusatory. A missing record is not treated as proof of
misconduct; it is identified as needed to answer a question. Please redact any exempt personal or
security-sensitive information and produce the non-exempt remainder, and provide a written
identification of any record withheld, the reason, and whether the record exists. If any request is
ambiguous, please ask for clarification rather than omitting it. Please provide a production index
mapping each produced file to its request number, and native electronic files where noted to
preserve searchable fields, formulas, metadata, and transaction detail.

### Definitions
"Record," "you/your," "native format," "voucher package," and "management period" carry their
ordinary meaning; native format means the original electronic file (e.g., .xlsx with formulas,
.pdf as issued) rather than a flattened re-print.

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## Request schedule

### A. Governance & Board records
- A1 Board rosters and officer assignments, 2023–present (with effective dates).
- A2 Election results, 2023–present.
- A3 Ballots, proxies, tabulations, and inspector-of-election records, where applicable.
- A4 Vacancy and appointment records.
- A5 Written consents in lieu of meetings.
- A6 Organizational meeting records.
- A7 Minutes documenting each officer change.
- A8 Board resolutions relevant to the disputed decisions identified herein.

### B. Management transition (Community Solutions → Crest)
- B1 Community Solutions termination/resignation/transition records.
- B2 Crest engagement and effective-date records.
- B3 Executed management agreement(s).
- B4 Board approvals/ratifications of the transition.
- B5 Transition notices to owners.
- B6 Management-certificate amendments after October 27, 2025.
- B7 Delegations of authority to management.

### C. Financial records
- C1 Complete general ledger, 2023–present, in native electronic form.
- C2 Bank statements; C3 Cleared checks; C4 ACH records; C5 Credit-card statements.
- C6 Invoices; C7 Receipts; C8 Reimbursement requests; C9 Payment approvals; C10 Purchase orders.
- C11 Vendor contracts; C12 Bids/proposals; C13 Audit/review reports; C14 Budget-to-actual reports.
- C15 Accounts-payable detail; C16 Supporting voucher packages.

### D. [name withheld — sign in to view] & MDZ Construction
- D1 Vendor onboarding records; D2 Ownership and conflict-of-interest disclosures.
- D3 W-9 records (taxpayer ID appropriately protected); D4 Contracts; D5 Proposals; D6 Bids;
  D7 Invoices; D8 Payment approvals; D9 Proof of work; D10 Board votes; D11 Abstentions/recusals;
  D12 Disinterested-director approvals; D13 Insurance certificates; D14 Licensing where relevant.
- D15 Complete voucher package for every identified payment to [name withheld — sign in to view], [name withheld — sign in to view],
  or both jointly (including the Dec 4 2024, May 19 2025, May 20 2025 ×2, 2025 pool, and
  July 7 2025 pet-waste entries, and the voided July 2025 check).
- D16 Records supporting the August 25, 2026 $150 MDZ Construction guard-shack repair/sign item.

### E. Capitalization & foundation fees
- E1 Resolution supporting the current $600 capitalization fee; E2 effective date; E3 notice to owners;
  E4 recorded amendments; E5 current fee schedule; E6 written explanation of the difference between
  the recorded certificate's $300 term and Crest's 2026 $600 public amount; E7 foundation-fee
  calculation, authority, collection, and accounting records.

### F. Meetings
- F1 Agendas; F2 Notices; F3 Open-session minutes; F4 Executive-session summaries required by law;
  F5 Meeting packets; F6 Recordings; F7 Attendance/quorum records; F8 Decisions made between
  meetings and supporting written consents; F9 Records supporting announced decisions.

### G. Records requests & communications
- G1 Records-request log; G2 Intake/routing records; G3 Responses; G4 Production logs;
  G5 Withholding explanations; G6 Applicable retention decisions; G7 Forum moderation policies;
  G8 Records of topic closure/deletion/restoration/removal (incl. the "Books and Records Request"
  topic); G9 Website/forum audit history where maintained; G10 Communication-channel policies.

### H. Clubhouse & off-duty officers
- H1 Current clubhouse rules; H2 prior versions; H3 adoption/amendment records; H4 event-security
  requirements; H5 off-duty-officer contracts; H6 insurance requirements; H7 enforcement records
  (appropriately redacted); H8 records supporting statements about alcohol being present, served,
  supplied, or permitted.

### I. Gate, Swiftlane, cameras & privacy
- I1 Gate-system contracts; I2 Swiftlane agreements; I3 statements of work; I4 vendor proposals;
  I5 invoices/payments; I6 data-processing terms; I7 privacy notices; I8 camera maps;
  I9 microphone status; I10 facial-recognition configuration; I11 consent procedures;
  I12 data categories; I13 retention schedules; I14 user-access roles; I15 access logs;
  I16 export logs; I17 law-enforcement access procedures; I18 incident/breach records;
  I19 end-of-contract deletion requirements; I20 data-destruction certifications;
  I21 licensing/insurance for applicable contractors.

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## Attachments (included with this package)
- Preservation notice (do not destroy responsive records).
- Requested production format (native where noted; PDF acceptable otherwise).
- Proposed delivery method.
- Response-tracking table (request # · description · date range · status · produced/withheld · reason).
- Production index template (produced file → request #).
- Follow-up log.
- Certification page (what was received and when).

*Prepared by The Real Woodtrace HOA documentation project as a draft. Language is neutral and
non-accusatory. Do not send until reviewed and approved by the requesting owner(s).*