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Swim Team Committee Charter for the HAMPTON OAKS HOMEOWNERS ASSOCIATION, INC. ADMINISTRATIVE RESOLUTION 03-1(Swim Team Committee Charter)
WHEREAS, Article IV, Section 4.7(3) of the Bylaws provides the Board of Directors with all powers, duties and authority vested in the Association by its Declaration, Articles of Incorporation and Bylaws; and WHEREAS, Article VI, Section 6.3 of the Bylaws provides the Board of Directors with the power and authority to appoint such committees as it, in its discretion, deems necessary or desirable; WHEREAS, the Board of Directors deems it desirable to establish a committee of homeowners to oversee the daily operations of the Hampton Oaks Swim Team; NOW THEREFORE BE IT RESOLVED THAT the Board hereby establishes the Swim Team Committee, and adopts the following procedures to govern the operations of the Committee: I. RESPONSIBILITIES A. The Committee is formed to operate the Hampton Oaks Swim Team on behalf of the Association and the Board of Directors. B. The Committee shall evaluate, plan, coordinate, and monitor all Swim Team activities and events. C. Each Swim Team season, the Committee shall hire independent contractors to serve as the Swim Team coaches and assistant coaches. D. The Committee shall prepare an annual calendar of events for the Swim Team, including its practices and swim meets, the times of which shall be subject to the availability of the Association’s swimming pool facility and the approval of the Board of Directors. E. The Committee shall establish an operating budget for the Swim Team for each swim season. The operating budget shall include all expenses of the Swim Team, with the exception of equipment purchases and capital improvements. F. The Committee shall provide for the operations of the Swim Team through the collection of membership fees and any other fund raising activities deemed necessary by the Committee. G. The Committee shall procure liability insurance consistent with the terms of the Memorandum of Understanding between the Hampton Oaks Swim Team, Inc., and the Association to provide coverage to the Association and the Swim Team against any injuries or other damages arising out of or related to the activities of the Swim Team. H. The Committee shall, from time to time, submit to the Board of Directors requests for capital improvements to the pool facilities and equipment purchases for the primary benefit of the Swim Team. The Board of Directors shall have complete discretion on whether to make any such capital improvements or equipment purchases. I. Act as a liaison and information resource to all Hampton Oaks owners and Association organizations on Swim Team matters. Write newsletter articles to keep owners informed of Swim Team activities. J. Submit minutes of committee meetings to the Community Manager for inclusion in the monthly report to the Board of Directors. Provide report to the Community Manager for inclusion in the monthly report to the Board on Committee activities and any decision item requests. K. Support the Board of Directors in implementing and following Association’s operational plan. II BUDGET A. In order to conduct the daily operations of the Swim Team, the Committee will have a budget. One of the primary duties of the Committee is to develop a budget to financially support the Swim Team activities and events planned for the year. This portion of the budget shall be funded solely out of funds raised by the Committee through its fund raising activities and membership fees. B. During the Association’s budget preparation, the Committee shall submit to the Board any budgetary requests relating to equipment purchases or capital improvements to the swimming facility. During budget preparation, as requested by the Board or Community Manager, the Swim Team Committee may be called to budget meetings to review submitted requests. C. The Committee does not have the authority to obligate the Board or Association to any contract or obligate the Board or Association financially to any owner, resident, contractor or vendor. Contracts obligating the Association may only be approved and signed by the Board of Directors. III ELIGIBILITY Swim Team Committee candidates and members shall be members of the Board of Directors of the Hampton Oaks Swim Team, Inc., and must be property owners in good standing. Good standing shall be defined as the absence of any liens, privilege penalty, assessment delinquency, architectural or covenants violation, or legal action between the member and the Association. IV NUMBER OF MEMBERS & LENGTH OF TERM A. The total number of the Committee shall be eight (8). The number may be increased to nine (9) by a majority vote of the Committee with confirmation by the Board of Directors. The Committee shall not operate with less than three (3) members. B. Committee seat terms are for one year. V APPOINTMENT A. All Committee seats shall be elected by the members of the Hampton Oaks Swim Team, which shall be confirmed annually by the Board of Directors at the first regular meeting of the Board of Directors after the Annual Meeting. B. Any Committee member may be removed by a majority vote of the Committee. C. No owner shall continue to serve as a Committee member if such owner is more than sixty (60) days delinquent in meeting financial obligations of the Association. VI MEETINGS A. The Committee shall meet once each month during the months of January through August. The Committee shall publish an annual calendar of meetings. All meetings shall be open to residents and owners of the Association. Meetings shall have a time period set for input from any non-committee members present. B. The Chair may call special meetings of the Committee if three (3) business days notice is provided to the Committee members stating the purpose of the meeting. Notice of such meeting will be deemed to be waived if the Committee member attend such meeting or provides a written or oral waiver of such notice. C. Quorum: A quorum of members must be present to convene a meeting or conduct business. A quorum is defined as the following: If three sitting members on the Committee, quorum shall be 2. If four members on the Committee, quorum shall be 3 If five members on the Committee, quorum shall be 3 If six members on the Committee, quorum shall be 4 If seven members on the Committee, quorum shall be 4 If eight members on the Committee, quorum shall be 5. If nine members on the Committee, quorum shall be 5. D. If the Committee is unable to convene a meeting due to lack of a quorum, the Committee Chair may do one of the following: 1) Reschedule the meeting provided that a minimum of three business days notice can be provided to Committee members and interested parties; 2) Cancel the meeting, and hold the meeting on the next regularly scheduled date. D. Voting: The vote of a majority of Committee members present at a meeting with a quorum shall constitute the decision of the Committee. All voting shall be conducted in open session, with no secret voting allowed. E. Minutes: Minutes shall be taken at every meeting of the Committee. Minutes shall show attendance, issues raised, and all decisions of the Committee. Minutes shall be forwarded to the Community Manager for inclusion in the monthly report to the Board of Directors. Approved meeting minutes will be kept on file by the Association for review by owners. F. Notice of all Committee meetings must be provided to the management office for posting at least seventy-two hours prior to such meeting, or at the same time that the members of the Committee receive such notice, whichever is later. VII DUTIES OF THE CHAIR The duties of the Chairperson shall include the following: A. Develop the annual meeting calendar; B. Prepare meeting agendas; C. Preside over meetings; D. Provide each Committee member an opportunity for input; E. Ensure Committee members and those attending the meeting are treated fairly and with respect; F. Assign tasks to Committee members as necessary; G. Submit meeting minutes to the Board of Directors as stipulated above; H. Serve as the liaison to the Board and represent the Committee to the Board on any matters; I. Ensure the Committee is performing duties as detailed in this resolution and requested by the Board of Directors. VII COMMITTEE OFFICERS A. The President of the Hampton Oaks Swim Team Committee shall serve as the Committee Chair. The sitting Committee Chair shall continue to serve as Chair until a new appointment is made. B. Other officers as needed may be elected or appointed as provided in the Bylaws of the Hampton Oak Swim Team, Inc. All officer positions shall be for one year. No Committee member shall hold more than one officer position. The effective date of this resolution shall be _____________, 2004.
I hereby certify that this Administrative Resolution was duly adopted by the Board of Directors on ____________________________, 2004.
By:____________________________ |
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