Community FAQ's

Community FAQs

Midlothian Windermere Estates Homeowners Association, Inc.

Architectural

  • What types of exterior modifications can I make to my home without requiring approval of the association?

All exterior modifications or improvements should be approved through the community association’s architectural control process. Please complete the architectural request form.

  • Where do I find my community's architectural modification request form? 

The architectural modification request form can be found under the Documents section of TownSq or at https://wehoa.homes/2.

  • What's the process for submitting the application? How long does it take to get approval?

Once the application is submitted it will be reviewed by the Architectural Control Committee. This committee of at least 3 members is tasked by the Board of Directors to review each submission to determine that the request is in compliance with the association’s architectural guidelines; they have up to 10 days to request any additional information, then up to a further 15 days from the last information received to give a reason by certified mail why a request would be denied. If the timeline expires without a response, it is implicitly approved, although the board still tries to send an explicit approval letter.  Please ensure that you provide as much information as possible with your application to avoid delays. 

  • What is the status of my application?

If you have not heard from the Community Manager or ACC within 5 days from the date of submission, please submit a request via TownSq or email acc@wehoa.homes.

  • Where can I find city ordinances?

To check that your project will comply with city ordinances, you can find the Midlothian ordinances online; for questions or to report a possible zoning violation, you can also contact the zoning office via details at their website.

Board Meetings

  • How do I find out when the next Board meeting takes place?

Board Meeting dates and times are typically noticed via the News and Events section of TownSq. If you have registered your email address, we will also send meeting details via email in advance of the meeting. Our bylaws only require an annual board meeting, but typically the board tries to meet every month or two if there is business to conduct.

  • Where can I find copies of the most recent Meeting Minutes?

Meeting minutes are posted in the Documents section of TownSq.

  • How is the board organized?

All governing documents, including the Bylaws that detail the board, can be found at https://wehoa.homes/1. The Bylaws allow between 3 and 7 directors on the board (currently 7), serving staggered 2-year terms with no term limits, and with an annual election each October by all homeowners for at least a third of the board.  Once directors are elected by the community, they vote among themselves on who will serve as HOA president for that year. The HOA is currently operating as an nonprofit incorporation in Texas, under the legal name "Midlothian Windermere Estates Homeowners Association, Inc.".

  • What does the Association maintain and what am I responsible for maintaining?

The Association is responsible for the Retention Pond, extra lot located across from Onward Road and the front along FM 1387 and down Onward Rd.

Homeowners are responsible for landscape and property maintenance of their home and property. 

  • I need to report a maintenance issue to a common area in the community...

We sincerely appreciate your efforts in alerting The Board of any maintenance issues in your community. Please submit a request via please submit a request via TownSq and include a picture and as much detail as possible where applicable. You will be able to track the status of your request via TownSq. 

Community

  • What is the trash/waste pick-up schedule for my community?

Trash days-Tuesdays and Fridays.  Recycle day Wednesday.

All trash cans should be out of sight by 7 PM on trash day.

  • How do I get electric/gas/water/trash service? 

Please contact the City of Midlothian for water and trash service.

 https://www.midlothian.tx.us/

Hilco Electric Cooperative, Inc. (800) 338-6425

Atmos Energy (888) 286-6700-gas

  • What does the HOA cover?

Windermere Estates was developed starting in 2015, and built up by 2018. There are 154 lots with houses; the subdivision also includes two lots west of Onward still owned by the developer (a 0.40 acre lot that might be able to house an amenity, and a 6 acre detention pond - the HOA may gain ownership someday, but is currently not actively pursuing ownership).

  • Do you have a social media presence?

There is an unofficial facebook page, limited to residents and owners, at facebook.com/groups/wehoa.homes

Compliance

  • I just received a violation notice. Who can I talk to about it?

Covenant violation related inquiries can be directed to the Violations Committee at violations@wehoa.homes, or our Board at board@wehoa.homes.  

  • I need to report an issue with a neighbor's home. 

Please submit a request via TownSq  or board@wehoa.homes and include a picture and as much detail as possible where applicable.

  • When does your compliance driver come through our community?

The schedule will vary, but our compliance drivers typically visit the community as frequently as a bi-weekly basis. Spot inspections are also completed. 

  • Is there a list of do's and don'ts I can give to my tenant?

A copy of the community’s Covenants, Conditions and Restrictions can be found on your community’s website by visiting www.townSq.com and entering your community name in the “Find My Community Page” field at the top right corner of our webpage. 

  • Can I hold a garage sale?

The community covenants allow the use of a sign up to 6 square feet advertising a garage sale, and do not otherwise mention or forbid such sales, so you can hold a sale without needing to ask the HOA board for permission. But you do need to apply for a $5 garage sale permit from the Midlothian Police department, and can only hold up to 4 sales a year, per city ordinance 4.04.002.

Contacts

  • Who can I reach for help?

TownSq App: Submit a request via our web and mobile application. 

Via email board@wehoa.homes.

You are also invited to address the Board of Directors at the next scheduled Board Meeting; to do so, submit a request via TownSq or by email board@wehoa.homes

Documents

  • Where can I find the governing documents of the association?

A copy of the community’s governing documents can be found on your community’s website by visiting TownSq and entering your community name in the “Find My Community Page” field at the top right corner of our webpage. 

Financial

  • What is my balance?

If you have a past due balance, you will receive a statement every month.

You may request your balance by contacting the Board via email at board@wehoa.homes. There are currently no plans to allow online access to your account balance (too much extra cost in ensuring no unauthorized access to your account).

  • How do I pay my assessment?

For your convenience, we offer several payment options:

Option 1: Zelle Submit a Zelle payment to zelle@wehoa.homes. If asked for a memo line, listing your property address will help us tie it to the right account. There is no surcharge for this option.  If your bank is picky about that address, we also support wehoa2020@aol.com as a backup address.

Option 2: Mail-In Your Payment to the following address:

Midlothian Windermere Estates HOA
PO Box 443
Midlothian, TX 76065

The board will honor the postmark for the date of payment.

Option 3: Square (pay by Credit Card) Contact the Board to send an invoice directly to you with a $0.30 + 2.9% convenience fee charged by Square.

Option 4: Money Order or cash Contact a Board Member at board@wehoa.homes to make arrangements for an in-person delivery.

Option 5: Bank Bill Pay Service - If you use a bill payment service that automatically makes payments for you, please change the name of the payee and the address for payment to the PO Box address referenced above.  You will need to note your address in the memo section of your check.

  • Can I pay my assessment with a credit/debit card? 

Yes, credit/debit cards are accepted through Square (with a convenience fee charged by Square) but you must contact the Board.

  • Can I pay via CashApp or Venmo?

No, for legal reasons, the HOA is unable to create either a CashApp or Venmo account; even though it is a non-profit organization, it is not a charity nor a sole proprietorship.

  • When is my assessment due?

January 1st, every year.  Assessment are considered late after of February 15th and you will be charged Late Fees ($25/month) unless arrangements are made prior to then.

Late fees can be waived by contacting the board to set up a payment plan.

  • Are there any fees associated with online payments?

When making credit card payments online, there is a $0.30 convenience fee plus 2.9% of the total payment amount. This fee is based on your assessment. Making payments via Zelle does not have a surcharge.

I received a letter about a past due assessment. Who can I talk to about these fees?

Contact the Board via email at board@wehoa.homes. You will NOT receive late fees or interest charges if arrangements for a payment plan is made before late fees start.

  • Who can I talk to about setting up a payment plan?

Contact the Board via email at board@wehoa.homes.

  • What is my assessment paying for?

Your community’s assessment pays for the operating expenses of the association. This can include utilities, landscaping, weed control, sprinkler systems, insurance, supplies, postage etc.

  • Can the HOA foreclose on me?

YES. When you signed your deed, you agreed to the community covenants, which include the right of the HOA to seek foreclosure for non-payment of annual dues.  That said, the HOA generally will not pursue this option unless your account balance is over $1000 (more than 2 years in arrears), and the process is intentionally slow (45 days notice before sending your account to collections, then another 6 months in collections before foreclosure can actually occur).  However, YOU are responsible for all attorney's costs incurred by the HOA while pursuing collections, and it can quickly add up to more than $3,500 in legal fees to avoid foreclosure, when you could have just paid your $300 assessment on time.

Insurance

  • My lender is asking for a copy of the association's insurance. Where do I get this information?

This can be downloaded from the Documents section of TownSq, or email board@wehoa.homes.

Owner Information

  • How do I update my contact information/mailing address?

You can submit a request through TownSq or email board@wehoa.homes. If you want to opt in to electronic notices (instead of the default of USPS notices) for things like member elections and invoices, visit https://tiny.one/wehoa-electronic-optin

  • Can I inspect the HOA's records?

Yes, as a member of the HOA, you have the legal right to make a written request to inspect almost any record the HOA keeps, although the information may need to be redacted if it concerns financial data about your neighbor. The HOA will let you know if a particular request would require a charge for time and materials for production, but most records requests are simple enough to be satisfied via email at no charge to you.  You can submit a request through TownSq or email board@wehoa.homes

Resales

  • How do I get a lender questionnaire completed? 

Lender questionnaires can be ordered by emailing resale@wehoa.homes

  • How much does a lender questionnaire cost?
Resale Certificate$250.00
Transfer Fee$125.00
Capital Contribution$250.00


Where do I obtain a resale certificate?

Email resale@wehoa.homes

  • I'm the Lender and would like to get a statement. Is there a charge for this?

A statement can be ordered via email resale@wehoa.homes

TownSq

  • What is TownSq?

TownSq is an all-in-one mobile app designed to help you connect, collaborate and stay up-to-date with your community – any time on any device. TownSq streamlines operations for board members and simplifies community living for homeowners. With TownSq you can: 

Easily communicate with neighbors, community managers, and board members 

Manage your account and pay online

Get up-to-date community news and events

Request and review status of service inquiries

Participate in community polls

Access community forms and documents

And more…

  • How do I register for TownSq?

Registering for TownSq is fast and easy. Follow the steps below to get started:

Visit https://app.townsq.io/ais/sign-up

Enter your email address

Provide your email address and create a password

  • I'm getting an error when I try to register for TownSq. Can you help?

Email the Board at board@wehoa.homes

  • How do I change my email preferences for TownSq notifications?

Once you have logged in to TownSq, you can edit your notification preferences by editing your profile. To edit your profile, click on your name in the top right-hand corner of the TownSq page and a drop down will appear with the “Edit Profile” link.

  • How do I submit a request in TownSq?

Once you have logged in to TownSq, click the “Requests” link on the menu bar on the left-hand side of your screen. 

  • I forgot my TownSq password, how can I reset it?

Visit https://app.townsq.io/user-recovery to reset your password.