KLAHANIE ASSOCIATION 

POLICY ON COMMITTEES and CLUBS

PURPOSE:

To establish policy governing the operation, responsibilities, limitations and requirements for the Klahanie Association’s committees and clubs.

GENERAL POLICY:

All Committees of the Association, whether they are of a business or social nature, are considered a vital resource to the Klahanie Association.  Their general purpose is three fold

            *           To provide an opportunity for members to participate in the overall betterment of their community.

            *           To provide an avenue of open communication between members, their General Manager and Board of Directors.

            *           To accept specific tasks and responsibilities assigned to them by the Board and as requested to prepare recommendations for improvement.

There are three (3) kinds of Klahanie Association committees - Administrative, Standing Advisory and Ad-Hoc Advisory.

1.         Administrative - Those committees set out within the Covenants, Conditions and Restrictions, and the By-Laws of the Klahanie Association.  These committees are ongoing and permanent.  They are:

             A.    Architectural Control Committee (ACC)

 B.         Fine Committee

2.        Standing Advisory - Those committees established by the Board for an ongoing specific service and purpose. The Standing Advisory Committees are:

A.           Nominating Committee

B.           Rules Committee

            C.     Finance Committee

            D.     Facilities Development Committee

            E.     Social Committee

 3.        Ad-Hoc Advisory:  These committees are appointed by the Board for specific projects and tasks of a non-recurring nature with a specified dissolution event or date.  Ad-Hoc Committee chairpersons shall be appointed by the Board. The chairperson shall submit a list of Committee members and officers to the Board for confirmation.

Clubs:  A Club is a group or organization of members who share a common interest in our community, as recognized by the Board.  Clubs will provide information to the Board concerning use of the common areas and amenities for the benefit of the members.  Clubs may obtain use of amenities and/or common grounds and make funding and capital improvement requests to the board from the Association.  All club members must be members in good standing.  Any member in good standing may serve on any number of clubs.         Any member of a Club must agree to and sign the “Code of Conduct and Ethics for Board Members, Officers and Committee Members” and this “Klahanie Committee Policy”. Any group desiring to be recognized as a Klahanie Association Club must make their request in writing to the Board of Directors through the General Manager.  This request shall outline the group’s charter, interests, when, where and how often they meet, and how many Klahanie Association members are in the group.

A.           NAAK

B.           Pea Patch Garden Stewards

            C.     Tennis Club

            E.      Klahanie Sharks Swim Team Club

GENERAL DESCRIPTION OF COMMITTEES

ADMINISTRATIVE COMMITTEES:

ARCHITECTURAL CONTROL COMMITTEE (ACC) . . . . shall be responsible for reviewing all applications for the improvement, alteration or repair of existing member’s properties.  The ACC shall review and approve or disapprove the external design, appearance, use, location and maintenance of improvements on properties in such a manner as to preserve and enhance values and to maintain a harmonious relationship among structures and the natural vegetation and topography.  Responsibilities shall be carried out in accordance with Sections 3.8 and 3.9 and 6.2 of the CC&R’s the ACC may make recommendations to the Board for amendment to these guidelines.

FINE COMMITTEE . . . . shall be responsible for reviewing all "non compliance" matters relative to any homeowner that has been referred to the Committee for review.  The Committee will consist of no less than 3 members, one being a homeowner, a board member and the Compliance Officer.    The homeowner, after being an "Impose a Fine Notice" may testify to the Committee.  After the homeowner has presented their position, those members of the Fine Committee will render a decision.

STANDING ADVISORY COMMITTEES:

1.    FINANCE COMMITTEE . . . shall as directed by the Board review the overall financial condition of the Association, including the annual operating and reserve budgets, annual audit, investment policies, membership dues, financial status of all lots, accounting accuracy in general.  Review dues and make recommendations to the Board of Directors regarding increases in dues no later than September of every year.  The Board Treasurer shall chair the Finance Committee.

2.    RULES COMMITTEE… shall while working with management, review the Associations Community Rules and recommend periodic revisions and revised editions at the annual meeting of the membership.

NOMINATING COMMITTEE…. The Nominating Committee shall be chaired by the Board President. The primary purpose of the Committee is to recruit, interview, and select candidates to be nominated for election to the Board of Directors with special attention directed at maintaining continuity of the strategic policy as established by previous boards. To supervise the election process in accordance with the governing documents of the Association and the procedures approved by the Board. Those procedures are incorporated into this charter by reference thereto. The Committee shall also receive applications for nomination by petition, if they are presented; and establish the validity of said petitions. The Committee shall provide for a forum in which the nominees may introduce themselves to the membership, address issues, and answer questions. The Committee shall prepare a slate of recommended nominees in sufficient time for preparation of a ballot for the next Annual Meeting of the Membership. The Committee shall perform such other tasks as may be assigned from time to time by the Board.

4.   Ad Hoc ADVISORY Committees:

Members are selected; charters are developed and the committee meets as assigned by
the Board of Directors.

ADMINISTRATIVE AND STANDING ADVISORY COMMITTEE STRUCTURE AND OPERATION

PURPOSE

1.         The purpose of the Committee will be to perform duties and have such powers as may be provided by resolutions of the Board, as a part of this policy.  The Committee purpose (Charter) and revisions must be established by resolution of the Board.

2.         A Committee may recommend options for any project directed by the Board on matters related to the function, enhancement, and maintenance of the services and/or facilities of the Association for the best use and enjoyment of the majority of Klahanie Association members.  All Committee recommendations are subject to approval by the Board.

RESPONSIBILITIES and LIMITATIONS

1.         Standing Committees are established under Article III, Section 9 of the Klahanie Association CC&R’s.  Therefore, they do not have and cannot exercise the authority of the Board in the management of the affairs of the Association.

CONFLICT OF INTEREST

            All members of a Committee or Club must agree to and sign the  “Code of Conduct and Ethics for Board Members, Officers and Committee Members” and this “Klahanie Committee Policy”.

COMMITTEE SELECTION, TERM and QUALIFICATIONS

1.         Members of a Committee will be approved by the Board.

2.         A Committee will be made up of not less than three (3) members nor more than seven (7) members in good standing.

3.         Terms will be three (3) years with a minimum of two (2) member’s terms expiring each year. 

4.         Any member of the Committee desiring to serve an additional term may do so with approval of the Board. However, no person shall serve more than two (2) terms.

5.         A Committee member must be a member of the Klahanie Association in good standing.

6.         Unexcused absenteeism from three (3) regularly scheduled Committee meetings, inone (1) year, is reason for removal. The Committee must vote for removal of a Committee member, and the outcome of such vote must be noted in Committee minutes.  Recommendation for removal should then be made in writing by the Committee Chairperson, to the Board, for action.

7.         Any vacancy on a Committee may be filled by the Board for the un-expired term.

8.         No more than one (1) member from a household may serve on the same Committee.

9.         No member may serve on more than one (1) Administrative or Standing Advisory Committee.  However, an Administrative or Advisory Committee member may serve on Ad-Hoc Committee(s).

MEETINGS and REPORTS

1.         Meetings will be open and held as required to conduct the business of the Committee.

2.         Minutes (including members present, topics discussed and recommendations) will be forwarded to management no later than one week before the monthly Board meeting.  A separate cover sheet will state action items requested from the Board.

3.         Committee Members in attendance at meetings that lack a quorum (more than one-half of the voting committee members) can conduct discussions only, and no vote will be taken and no minutes recorded.  The committee Chairperson shall report to the Board that no quorum was present and, therefore, no meeting was held.

4.         Each Committee may adopt meeting rules, but must be consistent with Robert’s Rules of Order, newly revised.

5.         Committees may not supervise, superintend or direct Klahanie Association Property Manager or Staff.  Committees are encouraged to communicate their needs through meeting minutes, their Board Liaison or the Property Manager.

 LEADERSHIP

1.         Each Committee shall consist of a Chairperson, Vice-chairperson and Secretary, subject to this document and the approval of the Board.  The Chairperson, or a designated committee member, shall attend all regularly scheduled Board meetings and other meetings/functions as requested by the Board.

 2.         Each officer elected shall serve for one (1) year from the Annual meeting of the membership.  If there is an officer vacancy the Committee will elect a new officer at its next regular meeting to submit at the next regular meeting of the Board of Directors for its approval.

LIAISONS

a)    Attends all Committee meetings.  If unable to attend, should make absence known to Committee Chairperson.  If necessary, Alternate Board Liaison may attend the meeting.  If no Board Liaison or Alternate attends the meeting, contact should be made by the Committee Chairperson after the Committee meeting in order to fully inform the Board on committee recommendations.

b)    Does NOT vote.

c)    Serves as an informational facilitator between the Board and the Committee.

d)     Will communicate information regarding previous Board actions on Committee recommendations and Board requests for Committee recommendations.

e)    Will inform Committee Chairperson if Committee representation at ensuing Board Meeting will be advantageous in regard to Committee recommendations.

f)     If Committee representative cannot attend ensuing Board Meeting, Board Liaison will present explanation of Committee recommendations.