Administrative Resolution
GIVEN THAT THE Bylaws of The GlenRiddle Community Association, Inc., ARTICLE IX, provide that the Board of Directors may appoint committees as deemed appropriate; and
GIVEN THAT the Board of Directors recognizes that a healthy and active committee structure is essential to the effective operation of the Association; and
GIVEN THAT the Board of Directors deems it reasonable and prudent and in the interests of the Members to establish an Operations and Safety Committee to enhance the quality of life of Owners, protect the aesthetics and environment within the community and promote a sense of safety and community among Owners;
NOW, THEREFORE, THE BOARD OF DIRECTORS RESOLVES THAT an Operations and Safety Committee be established, having the following terms of reference:
Responsibility
The primary responsibility of the Operations and Safety Committee is to advise and assist the Board of Directors in developing and implementing a program for ensuring the safe, professional, consistent and efficient operation of the community’s assets and common elements which meet both the requirements of the Community Governing Documents and the needs and the desires of the Community Founder and members.
In fulfilling its responsibility, the Operations and Safety Committee shall perform functions which include, but are not limited to, the following:
A. Assist the Managing Agent in reviewing gate operations and facilities and identifying problem areas that need improvement.
B. Assist the Managing Agent in monitoring the performance of the service contractors and insuring that all work contracted for is performed in a timely and professional manner, notifying the Managing Agent of any concerns as they arise.
C. Making recommendations to the Managing Agent and to the Board of Directors for improving and/or changing operation procedures, safety programs, and/or facilities features.
D. Attend periodic afternoon meetings with the Managing Agent and with contractors to assess the performance, and to suggest any changes that might be necessary to improve performance.
Committee Structure & Reporting
A. Chair: The Operations and Safety Committee shall consist of a Chairperson and four regular members plus a maximum of two alternates, all of whom shall be appointed by the Board of Directors. The Committee Members shall elect a chairperson annually no later than December for the following fiscal year if practicable, and forward the committee’s recommendation(s) to the Board of Directors for approval. Such election shall be subject to the Board’s power of appointment.
B. Membership: Following initial appointment by the Board the Chair shall provide to the Board of Directors a full slate of all resident volunteers interested in serving on the committee for Board approval no later than December for the following fiscal year if practicable. The Chair shall provide to the Board a full slate of resident volunteers for confirmation any time a vacancy occurs and a new member is selected by the committee to serve.
C. Liaison: The Board of Directors shall appoint one of its members to serve as liaison between the Board and Committee to promote open communication.
D. Removal: The Board of Directors may remove a committee member with or without cause on three days’ written notice.
E. Reporting: The Chair shall submit a written report of the committee’s activities to the managing agent for inclusion in the management report on a monthly basis, or at the request of the Board of Directors. All decisions the committee requests of the Board of Directors shall be provided to the Board in writing one week prior to a regular meeting of the Board.
F. Minutes: The Committee shall appoint a Secretary who shall keep minutes of the open meetings which will be available as a book and record of the Association. Copies of approved minutes shall be forwarded to the managing agent for filing.
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