Meadow Lake Country Club Estates Homeowners Association, Inc.

Transcription

1 Meadow Lake Country Club Estates Homeowners Association, Inc. Community Operations and Protective Services Planning for a Safer Community Program Purpose: To enhance the safety of residents, guests, and visitors and improve the protection of property and resources of the Meadow Lake community. Background: Since the mid-1980s, the Meadow Lake subdivision has experienced a wide range of problems relating to safety and resource protection. The Flathead County Sheriff s office maintains records indicating incidents occurred as early as Through the years the reported incident rate remained low, averaging about 5-6 calls a year. Recently, however, resident concerns have increased. As the subdivision has grown, its various entities increasingly experienced incidents involving damage to property and threats to individual or public safety. There being no central function within the subdivision to cope with these matters, incidents were either referred to the county sheriff or handled by the entity impacted. Meadow Lake Development Corporation occasionally employed resource protection personnel to respond to and record incidents within its operation area. Meadow Lake Golf Resort, Inc. continued responding to incidents primarily impacting golf course interests. Homeowner associations separate from the time share community and other residents, however, have relied only on the county sheriff s office. In recent years the community has sensed an increase in incidents including vandalism, breaking and entering, CC&R violations, violence, and serious damage to private and business property alike. Despite a low incident rate recorded by the sheriff, 2008 logs maintained by Meadow Lake Development Corporation and anecdotal accounts of other Meadow Lake interests suggested much higher rates. Finally, residents began expressing concern for their personal safety and that of their property. Following a series of incidents in 2007 and 2008, the MLCCE HOA, Inc. Board of Directors began studying options for improving safety and property protection within the subdivision. At the 2008 general membership meeting residents requested action. The board of directors therefore appointed a resident committee to make recommendations. The committee s report recommended the development of a phased long range plan serving the needs of all Meadow

2 Lake interests. At its October 2008 meeting, the board accepted the committee s report, agreed with its recommendations, and directed this plan be developed. Methodology: The MLCCE HOA, Inc. has approved a plan for a program titled Community Operations and Protective Services. The program is designed to improve resort safety and resource protection. The plan involves three elements, when taken together, should help reduce risks for residents and businesses alike. These elements, or steps, involve establishing a steering committee and an administrative function, installing gates to reduce access to Meadow Lake during times of day when risks are highest, and contracting for professional patrol/guard services during the community s most vulnerable periods. Implementing these steps will occur over time and in phases as Meadow Lake builds-out to its designed density. [Note: Despite these efforts, MLCCE HOA, Inc. cannot guarantee a risk-free environment for the subdivision s businesses, residents, property and guests.] 1. Administration. Safety and resource protection should improve through a multi-phase process designed to meet the changing needs of the Meadow Lake community. By focusing on administration, to include program management, education services and preventive measures, this plan integrates existing but separate Meadow Lake activities thereby enhancing the benefits for all. The plan creates a central safety/protection administrative function reporting directly to MLCCE HOA, Inc. Board of Directors. While recognizing the independent needs and operational obligations of each member organization affiliated with the homeowners association, the plan facilitates the blending of common community interests so that all interests represented by the association are mutually supported. This is achieved through coordinated efforts administered by a steering committee for Community Operations and Protective Services activities chaired by a member of the association s board of directors. The steering committee will consist of the following members: MLCCE HOA, Inc. Board of Directors, Meadow Lake Development Corporation, Meadow Lake Golf Resort, Inc., and Meadow Lake Real Estate (serving as non-voting member and recorder). The committee s purpose will be to insure safety and resource protection goals and objectives specified by the MLCCE HOA, Inc. Board of Directors are achieved, and phases of this plan implemented as the board directs. The steering committee will determine manpower, facility, equipment, administrative and funding requirements necessary for implementing phases as directed. It will also ensure assigned taskings are accomplished. With MLCCE HOA, Inc. Board of Directors approval, the steering committee will implement initiatives designed to fulfill the purpose of this plan. Any funding requirements will be served by the MLCCE HOA, Inc. Board of Directors. 2. Access Gates. Currently Meadow Lake has five recognized public access routes into the subdivision. People interested in entering the resort for non-resort purposes can enter and leave in a vehicle without a reasonable opportunity for detection. Most interested parties believe the remote access points are favored by those who conduct the majority

3 of the vandalism and criminal activity within the subdivision. Closing one or more of these points while leaving open the main entrance would help minimize the opportunity for persons with illegal intent to enter the resort. While maintaining an open and ungated resort main entrance, the closing of gates at a time when most traffic has ceased for the day (i.e., 10 pm) and opening them when traffic might resume (i.e., 6 am) would still allow Meadow Lake visitors free and open access at times they usually need it. Installing appropriate gates could incur a one-time cost and unspecified periodic maintenance expenses. The steering committee, upon approval of the MLCCE HOA, Inc. Board of Directors may research and determine the need and type of gates required when circumstances indicate gates might be needed. Before installing any gates, however, the steering committee will coordinate with the Flathead County planning staff and the Columbia Falls fire department to insure gated access plans for Meadow Lake satisfy policies pertaining to emergency access and subdivision planning. 3. Contracted Services. The presence of a law enforcement representative promotes safety and property protection on many levels. Individuals considering criminal activity are less inclined to engage in a crime if they believe law enforcement is present. Residents and business interests benefit from knowing such resources are available and able to promptly respond to incidents that might occur. For Meadow Lake, the benefits may include improved customer satisfaction, reduced criminal activity, and potential improvements in property values. Contracting an agency to provide night patrol/guard duties on a daily basis will provide coverage when the administrative arm of the subdivision s safety and resource protection team is not available. Services provided may include night patrol of Meadow Lake properties, on-site checks at construction sites, building checks, recreation venue visits, response to calls, etc. with contracted personnel serving in marked contractor vehicles, uniformed and/or armed. They would also be certified and insured. The steering committee may determine such services are necessary for short term and specified periods. At some future date, however, a full time contractor presence may be necessary. When patrol/guard services become necessary, the steering committee (with approval by the association board of directors) will arrange and manage appropriate contracts. The steering committee, prior to MLCCE HOA, Inc. entering into any such contracts, will first coordinate contract specifications with the HOA s legal and insurance representatives. Funding: The MLCCE HOA, Inc. Board of Directors may secure funding for Community Operations and Protective Services programs through special assessments, grants, and monthly maintenance fees levied on all Meadow Lake Resort interests. While measures outlined in this plan will benefit all business interests and owners, the plan does not preclude community members from pursuing separate safety or protective measures within limits of the law and consistent with the Declaration of Covenants, Conditions and Restrictions of Meadow Lake Country Club Estates. However, all will have an obligation for their share of the expenses incurred with this plan.

4 The steering committee will annually submit to the MLCCE HOA, Inc. Board of Directors a budget for its operations, capital improvements, and contract services. The board of directors will render an assessment on all Meadow Lake Resort interests to fund budget initiatives approved by the board. Interim special assessments may occur to satisfy unforeseen needs. The board of directors may also determine the assessment portion levied each resort entity and the methods by which such assessments are collected. Phase Management: This Community Operations and Protective Services plan is designed to be implemented in phases. Each phase may be revised to accommodate changes in the type or amount of safety/protection activities required to serve the interests of Meadow Lake residents, owners and business activities. Upon approval of the MLCCE HOA, Inc. Board of Directors, the program s steering committee may implement or modify one or more phases of this plan. It is anticipated changes will be necessary as circumstances dictate. This plan is intended to be a living document that will be modified to meet the needs of Meadow Lake throughout its build-out period (approximately 20-years). It is the responsibility of the homeowners association board of directors, with input from the steering committee and interested residents and owners, to keep this plan current and its phases focused on the anticipated needs of the entire community. Supporting Interests: Meadow Lake Country Club Estates Homeowners Association, Inc. (MLCCE HOA, Inc.). Responsible for maintaining this plan and funding its operations; directs plan implementation through the Community Operations and Protective Services program steering committee; provides a member who serves as chair to the steering committee; reports on program matters to the Meadow Lake community. Community Operations and Protective Services Steering Committee. Four member committee (three voting members) responsible to the MLCCE HOA, Inc. Board of Directors for planning, budgeting, implementing and administering Meadow Lake s Community Operations and Protective Services program; directs and monitors safety and resource protection programs, including policy, resources, expenses, actions, incidents and public/community relations; develops, implements and supervises Meadow Lake safety and resource protection programs including, but not limited to, administration, education, prevention and response; maintains an active liaison with public law enforcement and private agencies; and conducts an active program for informing Meadow Lake residents and responding to matters relative to their safety/resource protection needs; selection of individuals named as committee members is the responsibility of committee s sponsoring member organizations; member organizations include the MLCCE HOA, Inc. Board of Directors (chair, voting), Meadow Lake Development

5 Corporation (voting), Meadow Lake Golf Resort, Inc. (voting); and Meadow Lake Real Estate (recorder, nonvoting). Meadow Lake Development Corporation. Serves as voting member on the steering committee; coordinates committee matters pertaining to or impacting business operations of the corporation, safety and resource protection of resort guests, physical plant and infra structure facilities; provides appropriate levels of support for MLCCE HOA, Inc. safety and resource protection needs as negotiated with the HOA board of directors and the steering committee. Meadow Lake Golf Resort, Inc. Serves as voting member on the steering committee; coordinates committee matters pertaining to or impacting golf resources and operations, as well as other corporation physical plant and infra structure facilities; provides appropriate levels of support for MLCCE HOA, Inc. safety and resource protection needs as negotiated with the HOA board of directors and the program steering committee. Meadow Lake Real Estate. Serves as recorder for steering committee, non-voting; directs administrative support for the committee; receives compensation for expenses associated with services provided. Other Commercial and Residential Interests. Other business, homeowner association and owner interests affiliated with the MLCCE HOA, Inc. are represented on the steering committee through the MLCCE HOA, Inc. member appointed to the committee; provide input/feedback to the committee or to the MLCCE HOA, Inc. Board of Directors as desired to insure safety and resource protection issues are adequately vetted and receive the necessary attention; provide through assigned fee assessments necessary funding for related expenses. Phases: There are three phases to this plan. As a living document, phases may be modified, added, or eliminated. The three phases focus on plan review and acceptance, implementation, and operations. Phase 1, Approval Actions: 1. MLCCE HOA, Inc. Board of Directors review and indorse plan 2. Assign responsibilities for gaining Meadow Lake community support 3. Develop plan implementation cost estimates 4. Coordinate plan with key parties 5. Draft funding proposal for board of directors approval 6. Board of directors approve plan 7. Develop concept for administrative support 8. Consider early start up of contracted safety/resource protection services on a parttime or as needed basis 9. Consider early installation of 4 access gates

6 10. Present plan to Meadow Lake owners, annual meeting 11. Revise plan, implement Key Participants: MLCCE HOA, Inc. Board of Directors Coordination Requirements: Meadow Lake Golf Resort, Inc., Meadow Lake Development Corporation, Meadow Lake Real Estate, legal and insurance representatives, residents and owners Project Manager: Russ Gregory Estimated Costs: TBD Phase 2, Implementation Actions: 1. Establish steering committee and membership 2. Define immediate program needs 3. Obtain administration/office support for program 4. Define and develop safety and resource protection administration programs 5. Develop operational guidelines/procedures 6. Examine gated access initiative 7. Provide resources supporting immediate safety/resource protection needs 8. Develop community tele-communications support for program 9. Define priorities, begin funding upcoming requirements 10. Provide status reports for board of directors, community 11. Begin implementing safety/resource protection measures 12. Begin developing prevention information programs for community 13. Hire supporting part-time employee(s) as needed 14. Conduct annual program review with MLCCE HOA, Inc. directors 15. Develop program requirements for Phase III 16. Conduct insurance review with MLCCE HOA, Inc. agent, reviewing exposure, potential need for increased limits, and coverage protecting board members 17. Prepare budget and funding for next 12 months 18. Present report to annual Meadow Lake owners meeting Key Participants: MLCCE HOA, Inc. Board of Directors and steering committee Coordination Requirements: Meadow Lake parties impacted by build-up of safety and resource protection programs, local law enforcement activities, Meadow Lake legal and insurance representatives Program Manager: Community Operations and Protective Services steering committee Estimated Costs: TBD

7 Phase 3, Operations Actions: 1. Conduct annual review of safety and resource protection initiatives 2. Conduct annual review of insurance coverage for HOA relative to this program 3. Develop annual budget requirements and secure necessary funding 4. Define short and long term program needs 5. Obtain adequate manpower needs for anticipated requirements 6. Respond to changing demands with appropriate plans, resources 7. Develop cooperative relationship for support with local agencies 8. Develop long term plans 9. Begin defining next phase of plan 10. Implement long term programs to satisfy long term requirements 11. Insure program costs remain within community resource limits 12. Conduct effective community safety and resource protection education programs 13. Maintain a Montana atmosphere with regards to program initiatives 14. Obtain adequate facilities and resource support for increasing staff requirements 15. Present a professional Meadow Lake image to all owners, visitors 16. Keep program focus on community service through community oriented administration, education, prevention and response initiatives Key Participants: steering committee and supportive Meadow Lake community organizations, residents and fractional owners Coordination Requirements: MLCCE HOA, Inc. Board of Directors, Meadow Lake corporate/business interests, Meadow Lake residents, owners and visitors Program Manager: Community Operations and Protective Services steering committee Estimated Costs: TBD Last updated: July 12, 2009