Pine Lakes Residents Association Statement of Policies

 

These policy statements as adopted shall be an addendum to the Association Bylaws and be made a part of same.  Policy statements may be changed by a unanimous vote of the Board of Directors at any regular meeting.

 

Events:

Events which are sponsored and organized by the residents Association must adhere to the following procedures:

 

To assist the Board in budgeting and yearly planning, anyone in charge of an event must complete an event worksheet and give it to the PLRA president at least 30 days before the proposed event.  This document must contain details of the event and detailed budget requirements.  All projected expenditures must be included in the budget and any other unexpected expenses must first be approved by the Board or PLRA President.  Money spent without authorization will be considered donations and will not be reimbursed.  The Board must give prior approval for all PLRA sponsored events.

 

Unless necessary to meet the budget residents of Pine Lakes will not be required to pay admission to any event but may be asked to contribute a dish.  Guests of residents, however, will be charged $5.00 per person with a limit of 4 guests. 

 

Financial procedures:

Petty cash in an amount to be determined by the Board may be kept on hand by the treasurer for immediate use.  All other money shall be deposited in the association bank account in a timely manner.  All bills must be itemized and submitted to the treasurer within 7 days of an event.  No donations or extraordinary payments shall be made without the prior approval of the Board

 

Organizational procedures event chairs shall be responsible for preparing a description of the event procedures for inclusion in an operating manual to be maintained for the benefit of future chairs.  Association property shall be inventoried at least once annually to determine what purchases may be needed to ensure adequate supplies for the year’s events.   Table assignments for special events such as yard and craft sales, etc shall be allocated one per person applying,with any tables remaining to be distributed through a random drawing.

 

The President may designate a person to collect monies at events including but not limited to admission, raffle money, 50/50 money etc. All money collected shall be totaled and given to the Treasurer or President immediately if either are present, or no later than 24 hours following the event if they are not.

 

50/50 Raffle funds shall be distributed as follows: 

  • 50% is allocated to the RA.
  • If $50.00 or less remains, there will be one winner.
  • If $55.00-$95.00 remains, there will be 2 winners, one receiving ⅔ of the prize money and one receiving ⅓ of the prize money.
  • Remaining prize money exceeding $95.00 will be divided between 3 winners at 50%, 30% and 20%.

 

Nominating Committee: 

Purpose:

The Nominating Committee will recruit and screen candidates for the Resident’s Association  (RA) Board, ensuring candidates are willing to serve if elected.   

 

Composition:

The Committee will consist of 2 or 3 members of the RA Board who are willing to serve.

 

Responsibilities:

In August of each year, the Board will select the members, who will immediately begin to recruit nominees.  The Committee will report to the Board on its progress at meetings in September and October.  The Nominees will be presented to the general membership at the Annual Meeting which is to be held in November of each year, and an election will take place.  The new and existing Boards will meet together at a transitional meeting in December and the new Board will assume its responsibilities in January of the following year.

 

Offices: 

Once elected, the Board will determine which office each member shall hold. 

 

Officers:

President

Vice President

Secretary

Treasurer

 

Directors:

Volunteer Coordinator

Greeter

Immediate Past President (non-voting)

 

Meeting Courtesy:

Residents Association Board meetings are open to all residents and we welcome attendance.  However, there are protocols which must be followed to ensure that meetings run smoothly and are not marred by side bar conversations, unrelated comments and other disruptive behavior. 

 

Rather than strictly enforcing Roberts Rules of Order, we rely on common sense and common courtesy to maintain order.  At a minimum we expect people to refrain from interrupting when someone else is speaking, and to raise their hand to be recognized if they wish to speak  This will allow Board business to be completed in a timely and expeditious manner. 

 

Welcoming committee:

The position of greeter is a very important one as this person creates the first impression of our community for many new residents.  Up to two people may be named to this position. This person shall be appointed by the Board with the approval of management.  The duties of this position are to explain Association programs, invite their participation and provide General Community Information along with a copy of the
Residents Association Bylaws to new residents.

 

These policies are hereby adopted this  ________day of ________________ 20___

                                    

 

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