ARCHITECTURAL REVIEW COMMITTEE CHARTER SUMMER CREEK SOUTH HOMEOWNERS ASSOCIATION

Transcription

1 ARCHITECTURAL REVIEW COMMITTEE CHARTER SUMMER CREEK SOUTH HOMEOWNERS ASSOCIATION WHEREAS, it is in the best interest of the homeowners and the Summer Creek South Homeowners Association to have a Committee to assist in establishing and enforcing community standards and reviewing and deciding upon architectural change requests, and WHEREAS, the Board of Directors has identified the need for such a Committee; NOW THEREFORE LET IT BE RESOLVED, that the Board of Directors of the Association does hereby establish, by this resolution, a Committee as a standing Committee of the Summer Creek South Homeowners Association as the Architectural Review Committee.. ARTICLE I DUTIES AND FUNCTIONS OF THE COMMITTEE The purpose of the Architectural Review Committee (ARC) is to provide assistance in establishing and overseeing community standards and reviewing and deciding upon change requests, in the realm of the Association s architectural scheme. In effecting its duties and functions, the ARC shall: 1. Consist of at lest three (3) and no more than five (5) members. The ARC shall nominate and elect a Chairperson, Vice-Chairperson and Secretary from amongst its members. Officers will be elected at the first committee meeting following the annual meeting of the Association. For the purpose of voting, a quorum will consist of no less than three members. 2. Prepare a roster showing names, addresses and phone numbers of members and officers of the ARC. The Committee shall endeavor to keep the roster current. A copy of the current roster shall be filed with the Board of Directors and the Managing Agent and additional copies are to be made available to the members of the Association via the Association Website. 3. The names of the elected officers shall be presented to the Board of Directors for final confirmation.

2 4. Be aware of the overall architectural plan of the Association as set forth by the Articles of Incorporation, Bylaws and CCR s. 5. Prepare community standards for architectural control for approval by the ARC and the Board of Directors through issuance of an Architectural Guidelines supplement. 6. Periodically review standards and guidelines for adequacy and application or in any case at lest once annually. 7. Facilitate HOA member compliance with standards and guidelines and provide oversight / enforcement procedures recommendation to the Board of Directors. Be alert to architectural problems shared by members and seek a solution to these problems. 8. Review and approve all plans for modification and alterations on the common area and elements with respect to their impact on the aesthetic quality of the area whether submitted by residents, committees, or the Board of Directors. 9. Prepare articles for the community newsletter in accordance with the instructions of the Board of Directors. 10. Prepare and present to the Board of Directors comprehensive and complete minutes of all committee meetings, those minutes to be delivered to the Board of Directors and the Communications Committee within ten (10) days of the ARC meeting. The Chairperson will present a synopsis of the committee at the next scheduled Board meeting. 11. The Committee shall meet quarterly; however, in any case shall meet as often as necessary to complete its assigned responsibilities, including voting on any architectural applications which will be resolved in a minimum of two weeks. 12. Committee chairperson / vice-chairperson or his/her alternate shall attend any Board of Director meeting when warranted. 13. A Committee member shall be considered inactive when, without good cause, fails to attend three (3) consecutive meetings or fails to maintain 80% attendance (see item 20). 14. All Committee members shall act with the best interest of the homeowners and Association in mind. 15. The Committee shall act on a consensus basis. In the case of a tie decision, the issue will be resolved by the Ad Hoc Board of Director committee member. 16. All Committee members shall keep in mind they have been appointed to serve the community.

3 17. Committee members shall bring serious issues to the attention of the Board of Directors and Managing Agent. 18. When a Committee member, Committee member s relative or Committee members business partner, submits an application for review, they shall abstain from discussion and voting on their application. 19. All issues discussed are considered confidential and are not to be discussed outside the realm of the meeting(s). 20. Except for valid excused absences, from the Committee Chairperson or Vice Chairperson all committee members will maintain 80% attendance at committee functions or be dropped from the committee roster as inactive. In this case or if a committee member moves or resigns, the Board of Directors will post a notification inviting interested residents to fill the vacancy. The current current committee members will consider and review the candidates expressing interest and make a recommendation to the Board of Directors. The Board will then make the final decision and the vacancy filled within a period not to exceed 90 days.. ARTICLE II DUTIES AND RESPONSIBILITIES OF OFFICERS 1. The ARC shall nominate and elect a Chairperson, Vice-Chairperson and Secretary at the first committee meeting immediately following the annual meeting of the members of the Association. All officers shall serve for a one (1) year term which shall expire at the close of the annual meeting of the members of the Association in the following year. 2. The duties and responsibilities of the Chairperson shall be as follows: a. Shall designate the time and place of the meeting and call the meeting to order and conduct the meeting. b. Act as a liaison between the Board of Directors and the Managing Agent. c. Shall be present at Board of Director meetings when his/her presence is warranted. d. Shall forward all reviewed applications, recommendations and such to the Board of Directors and Managing Agent. 3. The duties and responsibilities of the Vice-chairperson shall be to assist the Chairperson in the performance of his/her duties, and in the event of absence or incapacity of the Chairperson, is empowered to perform all duties and exercise all authority vested in the Chairperson. The Vice-chairperson shall also review, annually, and make recommendations concerning the Committee Charter and other formal committee forms (e.g., Guideline Supplement, Request Form, etc.)

4 4. The duties and responsibilities of the Secretary shall be as follows: a. In the absence of the Chairpersons, shall designate the time and place of the meeting and call the meeting to order and conduct the meeting. b. In the absence of the Chairpersons, shall act as a liaison between the Board of Directors and the Managing Agent when his/her presence is warranted. c. Shall be present at Board of Directors meetings and in the absence of the Chairpersons, be present at the meetings at which a report of activities shall be presented. d. In the absence of the Chairpersons, shall forward all reviewed applications, recommendations and such to the Board of Directors and/or Managing Agent. e. Take detailed minutes of the meetings to be shared with the Board of Directors and made available for posting to the association website within ten (10) days of the ARC meeting. f. Prepare an article for the community newsletter in accordance with the Board of Directors instructions. ARTICLE III GUIDELINES FOR JOINING THE COMMITTEE 1. An Association member in good standing who wishes to serve on the ARC shall notify the Board of Directors or the ARC either in person, at a meeting or via the management agent. 2. The ARC shall submit the prospective Committee member's name with a recommendation to the Board of Directors for final approval. 3. When a prospective member submits an application for review, they shall abstain from discussion and voting on the application All HOA standing committee members serve on a voluntary basis. No member, officer, or trustee of a standing committee shall receive emolument or profit from their services to the association except such reasonable compensation as may be determined by the Board of Directors.

5 Contractors, or family members of contractors, may not sit on a committee responsible for oversight of the contractor's performance. Further, relationships (personal or familial) between HOA contractors and elected or appointed HOA representatives is prohibited in order to avoid the potential of a conflict of interest. Architectural Review Committee, Chair Date Hereby accepted by the Board of Directors Summer Creek South Homeowners Association the day of, 200x Secretary, Board of Directors for Summer Creek South Homeowners Association