Committee Charters February 15, 2016

Transcription

1 Committee Charters February 15,

2 Architectural Control Committee Chair: Ann Wickwire 1. MISSION STATEMENT: To promote those qualities in the communal environment that bring value to all properties and to foster the attractiveness and function unity and utility of the community as a place to live including a harmonious relationship among the structures, vegetation and topography. 1. Establish a workable system for the design review process 2. Clarify the association s governing documents 3. Inform owners of exactly what is required of them 4. Review, approve, and regulate the external design, appearance and location of the properties and improvements 5. Maintain active communication with owners from the submission of project request through to the completion of the project 6. Monitor progress of projects 7. Ensure that the ACC acts fairly and consistently 8. Satisfy strict due process requirements. Receive project requests (Chair) Review project requests to determine if all required documents have been submitted (Chair) Acknowledge the receipt of requests and notify owner of any missing information (Chair) Arrange for ACC members to meet to review submitted requests (Chair) Review materials for compliance with requirements and determine if additional information and/or clarification is needed (Committee members) Request additional information and/or clarification from owner about project(chair) Approve or deny the project based on checklist within 30 days of receipt of complete submission (Committee members) Notify owner of approval or denial (and reasons for denial) in writing (Chair) Sign contract with owner (Chair) Monitor construction process (Committee members) Answer general questions about requirements, process, etc. prior to submission of a request (Committee members) Respond to owners concerns about changes that may occur on other properties in the community over the course of time (Committee members). 2

3 Building & Grounds Chair: Scott Campbell 1. MISSION STATEMENT: The Building and Grounds Committee maintains and improves all the buildings and grounds belonging to the Coves at Wilton Creek so that all owners are proud to live in the Coves, property values and aesthetic appeal are not only maintained but also improved and the facilities can be enjoyed by all owners 1. To monitor the condition of all the common buildings and grounds 2. To maintain all aspects of all facilities 3. To manage contractors for work that cannot or should not be done by owners Monitor, maintain and improve the following structures: o Clubhouse -- to include contracting for periodic professional cleaning, painting, HVAC maintenance; to ensure security, manage minor repairs to inside and outside of building including the roof. ( Chair and committee members as needed plus contractors as needed) o Pool and deck -- to include managing the pool contractor, monitoring chemical use and costs, and informing owners in the event of problems. ( Chair and committee members as needed plus contractors as needed) o Trailer storage lot -- to include tracking space availability and assignment; monitor users for billing and receipt of payments by the management company ( Chair and committee members plus management company) o o o o The water well fields and sewer fields as well as street side maintenance to include periodic cutting of grasses, removal of leaves and removal of snow by a contractor. (Chair and contractor) Roadways around the club house and down to the boat ramp including periodic contracting for repairs. (Chair and contractor) Boat ramp and pier excluding dinghy and kayak storage. (Chair and committee members as needed; contractor as needed) Tennis courts, including cleaning and major repairs (Chair and committee members plus contractor as needed) Maintain the aesthetic appeal of Coves property frontage on Twiggs Ferry Road including shrubbery and fences, the entry street median, intersection at end of median, and street sides. ( Chair and committee members plus contractors as needed) Remove or contract for removal of damaged trees on all common grounds and within 3

4 the street right-of-way. (Chair and committee members plus contractor as needed) Replace light bulbs for all lights along the entry road and outside and inside the clubhouse and making repairs and contracting for major repairs regarding lighting. ( Chair and committee members as needed and contractor as needed) The water well fields and sewer fields as well as street side maintenance to include periodic cutting of grasses, removal of leaves and removal of snow by a contractor. (Chair and committee members as needed plus contractor as needed) Roadways around the club house and down to the boat ramp including periodic contracting for repairs. (Chair and committee members as needed plus contractor as needed) Advise Finance Committee of long-term major capital replacement needs (Chair with all committee member input) 4

5 COMMUNICATIONS COMMITTEE Chair: Carolyn Schott 1. MISSION STATEMENT: The Communications Committee seeks to maintain a positive, fully-informed community at the Coves of Wilton Creek. 2. GOAL: 1. Provide information pertinent to the overall well-being of the Coves community as well as providing news and information through several venues of communication including the internet and mailings. Update the website information in conjunction with the web designer from the company hired to maintain the website s infrastructure and contents. Write and distribute the bi-monthly published E-Bits in which the summary of Board actions, notice of social events and scheduled committee meetings are discussed. Other bits of information are also included. Publication is through and US Mail for those who do not have . Distribute, via or phone, important announcements including weather alerts. Distribute social event announcements. Distribute Welcome Packets to new residents. Publish and maintain the Community Directory. o Distribute, collect and maintain forms authorizing association to publish owner information in directory format. o Maintain the information in the directory with published updates as received Publish a bi-monthly Community Newsletter (pending) Thank volunteers for their service (Chair) 5

6 Finance Committee Chair: Jack King 1. MISSION STATEMENT: The mission of the Finance Committee is to support the Treasurer and other board members in fulfilling the Board s fiduciary responsibilities, with special emphasis on: 1) budgeting and financial planning; 2) reviewing interim and annual financial statements; and 3) reporting to membership and outside parties. 1. Timely delivery of accurate information presented in good form to the Board, membership and outside parties. (Applies to special-purpose as well as recurring reports) 2. Proper custody of association assets, including proper approval of spending. 3. Support Board s primary goal to maintain property values for association members. The following tasks are performed by the Treasurer with major Finance Committee member involvement (noted in parentheses): Prepare and present to board the annual budget proposal; process changes to arrive at final approved form. (Committee members to be hands-on familiar with spreadsheets used in this activity and to assist in preparation as appropriate.) Review monthly financial statements from property manager and follow up on any necessary corrections. (Committee members to review statements and discuss with Treasurer to add their perspectives.) Coordinate with property manager on approvals for contracts, billings and reimbursements; coordinate with property manager on collections. Visit property manager to review records for completeness. Prepare and distribute/file year-end financial statements and tax returns. (Committee members to be hands-on familiar with spreadsheets used in this activity and to assist in preparation as appropriate.) Summarize findings of reserve study and monitor reserve contributions and expenditures during the year. Committee members to participate in compilation and review of study.) Prepare recommendations to the board about the deployment of reserve funds. (Committee members to advise in this area when need for Board action is imminent.) Prepare interim and annual treasurers reports. (Committee members to review and comment before presenting to the Board) 6

7 Nominating Committee Chair: To Be Appointed by the Board President 1. MISSION STATEMENT: The Nominating Committee is appointed for the purpose of recruiting candidates for open Board of Director positions with a term of three years of service. The pool of recruits will be the property owners who are in good standing with the Coves at Wilton Creek Owners Association. Whenever possible the committee should include members from The Villas and Mariners Point. 2. TASKS and ACTIVITIES: The sole task of the Nominating Committee is to present a slate of candidates to the Board of Directors at the September meeting. 7

8 Ponds and Dams Committee Chair: Jeff Loustaunau 1. MISSION STATEMENT: To ensure the dams and ponds are maintained to acceptable standards so that the dams retain the water in the ponds, and, in the case of Heron Pond, provide a long-term support for the roadway; provide a source of water for firefighting; provide adequate drainage for the development; and contribute to maintaining property values by providing pond-front lots and homes for the Coves of Wilton Creek. 1. Keep the Board of Directors apprised of the status of the Dams and Ponds and to make appropriate recommendations to the Board of what actions are required to ensure the dams and ponds fulfill their purpose to the community. 2. Develop Acceptable Standards for the Dams and Ponds from professional sources and submit those standards to the Board for approval. 3. Identify and prioritize the appropriate steps required in order for the dams and ponds to meet their purpose to the community. 4. Develop and maintain an appropriate organization to meet the committee s purpose. Conduct inspections of the dams per the Inspection Checklist twice annually on each dam. (Conducted by a minimum of two committee members, but preferably three members.) Conduct inspections of the dams per the Inspection Check List after major weather events. Investigate and act on suggestions by the Board of Directors with respect to the Dams and Ponds. Respond to inquiries from property owners related to the Dams and Ponds. Develop a path forward on each of the required steps to meet the goals of the committee and to execute the path forward Assess budgetary needs for committee activities and inform the Board about needs. 8

9 Social Committee Chair: Laurie King 1. MISSION STATEMENT: The mission of the social committee is to give and attend social events during the year to promote neighborliness and community harmony in the Coves by having fun together. 1. Create five or six events throughout the year that will be fun for community members to attend, bearing in mind that we are a diverse community of property owners who are part time as well as full time residents. 2. Make committee members activities, i.e., organizing and creating events, fun for the committee members to ensure their continued participation on the committee. Meet once a year to brainstorm and plan activities for the upcoming year and determine the calendar for the year s social events (all members) Those agreeing to host a party will establish ideas and details for that event with input from the committee (all members) Communicate party information and dates to Communications Committee as soon as the information is set for posting to the calendar (Committee Chair). Hosts of hosted parties will write and send a copy of event details (publicity releases) three weeks before the event to the CC so the information can be distributed to the Coves community via and mail. Host (s) perform the following tasks related to events: o Create and hang a sign with date and time of the event two weeks before the event o Evaluate existing decorations and supplies for use at the event and purchase anything that may be required within the budget for the event o Three days before the party communicate with the Social Committee to inform the committee of when to decorate and set up o Retrieve sign and make sure it is clean for use by next host o Submit receipts (to Chair) for processing and reimbursement Day of party, social committee members assemble to decorate (committee members as needed) Clean up following event/party (committee members as needed) Assist other members of the Coves in carrying out at party/event when that party/event is open to the whole community and is funded by the member or organization requesting assistance. 9

10 Water & Sewer Committee Chair: John Koontz 1. MISSION STATEMENT: The mission of the Water and Sewer Committee is to ensure water and sewer assets are maintained and enhanced while providing water and sewer utilities reliably, affordably and responsibly with respect to available resources. 1. To reduce incidents of water disruption 2. To reduce cost 3. To increase system versatility to handle seasonable variability of usage 4. To improve visibility within systems to enable better management 5. To improve communications with users 6. To provide optimal stewardship of the water and sewer infrastructures of the Coves at Wilton Creek community Project oversight/work Permitting/VDH/DEQ interface Business Plan Rewrite Communications Maintenance Oversight Community Survey Meetings 10