GLEN EDEN HOA COMMITTEE STRUCTURE AND RESPONSIBILITIES
General Structure for all Committees:
Committee Chairs will be appointed annually by the Board of Directors at the first meeting following the Annual Meeting. Vacancies of chairman will be filled as soon as possible at the next Board Meeting during the year.
All committee must meet at least once per year. However, some committees meet monthly or as often as necessary. The ARC Committee is the only committee required by our Documents.
All committees must have a minimum of 3 voting members and one non voting board member who will serve as a liaison. Committee members will be removed from a committee if they fail to attend 3 consecutive meetings. Members may use the HOA conference phone to attend meetings.
General Responsibilities for all GEHOA Committees:
- Post their meeting notice and agenda on the website and bulletin board.
- Invite and encourage all community residents to attend the meetings.
- Provide written activity reports as requested by the Board.
- Provide an Annual Meeting Report.
1. ARCHITECTURAL REVIEW COMMITTEE (ARC)
Minimum Committee size: 3 voting members and one non-voting Board member.
Responsibilities:
- Review written application forms and supporting documentation received from homeowners seeking HOA approval to make changes to their landscaping, changes to the exterior of their home, or changes to their property.
- Approve routine changes that conform to established standards.
- Submit to the Board any requests that are not routine with ARC recommendations for action.
- Notify owners in writing (email) of the action taken by the committee.
2. BUDGET AND FINANCE COMMITTEE
Minimum Committee size: 3 voting members and one non-voting Board member. The GEHOA Treasurer is the chairman of this committee.
Responsibilities:
- Review the Financial records that are prepared by Management each month for the Board.
- Email the monthly financials to each committee chairman (with a budget) for review.
- Request each HOA committee that receives a yearly budget to submit a proposed committee budget in July to be used to assist in forming the next year’s annual operating budget.
- Present a proposed yearly operating budget to the Board of Directors to be voted on by the Board.
3. BUILDINGS AND GROUNDS COMMITTEE
Minimum Committee size: 3 voting members and one non-voting Board member.
Responsibilities:
- Oversee common areas to include landscaping, roads, gatehouse, gate, clubhouse and pool area.
- Create a plan for improving the common area landscaping.
- Prioritize action so as to improve, as well as maintain the landscaping within the GEHOA budget.
- Submit a proposed annual budget request to the Finance Committee.
- Walk arounds with our Landscape vendor to look at common area landscaping as needed.
- Open the clubhouse occasionally to allow vendor access.
- Solicit volunteers to handle the garbage and recycling duties of taking out the cans.
- Adjust lake fountain timers as needed as a result of time changes.
- Conduct at least 4 committee meetings with minutes.
- Clean the grill at the club house at least annually and make sure there is propane for future events.
- Assist the Board with other issues as it relates to B and G.
4. COMMUNICATIONS COMMITTEE
Responsibilities:
- Refresh the Glen Eden Website with current news and information.
- Maintain an up-to-date Residence Directory to include a permanent mailing address of record, phone numbers, and email addresses.
- Review and coordinate with Brian Joseph Studios (BJS) updating website information as needed.
- Maintain and update the lot map with full/part time and lessee by providing BJS current information.
- Send Welcome Letters to new residents and lessees.
- Notify Social Committee of residents email changes and new residents emails.
- Assist BOD and Committees with general email mailings to residents through Mailchimp.
- Add agenda on Glen Eden Website Calendar for BOD and Committee meetings/social activities.
- Submit a proposed Annual Budget request to the Finance Committee.
- Attend BOD monthly meetings.
5. COMPLIANCE COMMITTEE
Minimum Committee size: 3 members. No Board member may serve on a Fines Committee.
The GEHOA Vice President manages issues of compliance.
Responsibilities:
- Insure homeowner compliance with all rules governing Glen Eden.
- Review alleged rule violations referred to the Committee by the homeowners or the Board of Directors.
- Try to resolve the compliance issue with the homeowner.
- Report to the Board that the issue has been successfully resolved or recommend a course of action, including a recommendation for appropriate penalties for infractions.
A. COMPLIANCE ROOF SUB COMMITTEE
Minimum Committee size: 3 voting members and one non-voting Board member.
Responsibilities:
- Announce the date of the roof inspection by email.
- Post date of inspection on the website.
- Identify roofs, driveways, sidewalks and home exteriors that are in need of cleaning.
- Submit a list to the GEHOA of addresses where cleaning is needed so the HOA Secretary can notify owners.
- Follow up with a second inspection to ensure that work was done.
6. FITNESS COMMITTEE
Minimum Committee size: 3 voting members and one non-voting Board member.
Responsibilities:
- Provide and maintain all written manuals and safety materials relating to the exercise equipment.
- Schedule an exercise equipment demonstration a minimum of 2 times per year.
- Monitor the maintenance schedule of all exercise equipment and adherence to Fitness Policies.
- Act as a liaison between residents and management/board concerning fitness equipment issues.
- Submit a budget request to the Finance Committee.
7. NOMINATIONS COMMITTEE
Minimum Committee size:3 voting members and one non-voting Board member.
Responsibilities:
- Prepare a letter for owners requesting them to self nominate for the position of Director on the Board.
- Provide a list of potential candidates to serve as directors.
- Assist with the preparations for the Annual Meeting.
8. SOCIAL COMMITTEE
Minimum Committee size: 3 voting members and one non-voting Board member.
Responsibilities:
- Enhance the civic, social and recreational interests of the homeowners/residents.
- Post activities on the Bulletin Board and on the website calendar.
- Inform residents of planned activities by email.
- Plan a holiday lunch for the landscaping crew.
- Plan a holiday gift for the landscaping crew.
- Purchase and deliver holiday gifts to vendors.
- Submit a proposed annual budget request to the Finance Committee.
A. WELCOME SUB COMMITTEE
Responsibilities:
- Distribute a Homeowners’ Handbook to all new residents.
- Review the Homeowners’ Handbook content and forms.
- Invite new residents to attend a Neighbors’ Night as guests.
- Invite new residents to social events.
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