Notice: The following is a
reference copy of the committee charter. The official charter document
may be
found on the FCHOA2 website.
FORD’S
COLONY AT
HOMEOWNERS
ASSOCIATION, INC.
ACTIVITIES
COMMITTEE CHARTER
WHEREAS,
Article III (A), Section 1 of the Ford’s Colony at
Williamsburg Homeowners
Association, Inc.’s
(“Association’s”) Bylaws provides that
“the affairs of the
Association shall be managed under the direction of a Board of
Directors;”
WHEREAS,
Article III (C), Section 18 of the Bylaws provides that the Board of
Directors
“shall have all of the powers and duties necessary for the
administration of
the Association’s affairs...;”
WHEREAS,
Article V of the Bylaws states that the Board may authorize committees
to
perform such tasks and to serve for such periods as may be designated
by the
Board, that each committee shall be composed and shall operate in
accordance
with the terms of the resolution of the Board of Directors designating
the
committee, that unless otherwise provided in the resolution, the
members of a
committee shall be appointed by the Board and shall serve at the
pleasure of
the Board, and that any committee member may be removed by a majority
of the
members of the Board, with or without cause, at any time, and with or
without a
successor being named;
WHEREAS, the
Board of Directors deems it necessary and desirable and in the interest
of the
individual lot owners and the Association to establish a committee to
provide
cultural, educational, and recreational activities for the enjoyment of
property owners/residents; to coordinate the programs of various clubs
and
groups; and to assist in scheduling the use of recreational facilities
within
Ford’s Colony;
NOW,
THEREFORE, THE BOARD OF DIRECTORS RESOLVES THAT an Activities
Committee be
established, having the following terms of reference:
I. RESPONSIBILITY:
A.
The Activities
Committee, working in conjunction with the Swim & Tennis Club
Manager and
the various clubs and groups, assists in scheduling activities and
programs
that utilize the recreational facilities in Ford’s Colony. In addition, the
Committee, working with the
Swim & Tennis Club Manager, will approve any private use of the
facilities
in accordance with the existing rules and regulations.
The Treasurer will be responsible for
collecting and dispersing deposits, fees, and other monies derived
therefrom in
a separate subsidiary bank account of the Association established for
this
purpose, which is also the operating account of the Committee. All monies derived from
this source are funds
of the Association and shall periodically be transferred to the
operating
account of the Association. The
Treasurer will also be responsible for maintaining adequate records to
support
all transactions in this account, which will be monitored by the
Treasurer of
the Association and the Finance Manager of the Management Agent.
B.
The Committee
sponsors programs for youth and programs of general interest that are
outside
the purview of any established club or group.
C.
The Committee
advises the Board of Directors regarding the current and future need
for
programs and facilities to improve the cultural, educational, and
recreational
experience of Ford’s Colony residents.
D.
The Board of
Directors also requests that the Treasurer of the Committee maintain a
separate
account, under control of the Activities Committee, as a repository for
gifts
received from property owners intended to be given to those employees
of the
Management Agent who provide service to Association members. Distribution of the gifts
shall be in
accordance with a policy prescribed by the Board.
E.
The Committee
shall perform such other tasks as may be assigned from time to time by
the
Board.
II. MANNER OF
ORGANIZATION: The officers of
the Activities
Committee, who constitute the Committee’s Executive Board,
are appointed by and
serve at the pleasure of the Board of Directors, and are responsible to
the
Board for the performance of the Activities Committee.
Traditionally, the Board of Directors has appointed
as officers of the Activities Committee those persons who have been
chosen for
their respective offices by the members of the Committee in accordance
with the
Bylaws of the Committee. Other
members
of the Activities Committee are selected and serve terms in accordance
with the
Bylaws of the Committee. The
Management
Agent will be an ex-officio, non-voting member and will act as an
advisor to
the Committee.
III. MANNER OF
OPERATION:
A.
The duties and
responsibilities of the officers and members, meeting requirements, and
the
manner of operation of the Activities Committee are described in the
Bylaws of
the Committee. Those
Bylaws, which are
subject to approval by the Board of Directors before implementation,
are hereby
incorporated into this Charter by reference thereto.
B.
Except as
provided in the Code of Virginia for convening in
executive session, all
meetings shall be open to all members of the Association. Notice of each meeting
shall be provided to
the Management Agent in time for publication to the membership. At least one copy of the
agenda and any
supporting material shall be made available for inspection by the
membership at
each meeting of the committee.
C.
Reporting:
1.
The Activities Committee shall provide quarterly and
annual reports, and
special reports as requested, summarizing its activity to the Board of
Directors.
2.
The Secretary shall prepare and submit through the Chair
minutes of all
Committee meetings. Copies
of all approved
meeting minutes shall be delivered to the Board of Directors and the
Management
Agent as soon as practical.
IV. FUNDING:
The Activities Committee shall prepare an annual budget
for their
programs and submit it to the Board of Directors for approval as part
of the
normal budgeting process of the Association.
The budget shall list the activities and their estimated
cost for the
following year, and represent a plan of expenditures for that period. Funds for the Committee
shall be provided by
the Association based on the approved budget for the year.
FORD’S
COLONY AT
HOMEOWNERS
ASSOCIATION, INC.
RESOLUTIONS ACTION RECORD
Resolution Type:
Administrative
Number:
___________
Pertaining to: Activities
Committee
Duly
adopted at a meeting of
the Board of Directors held: ________________________
Motion by:
Seconded by:
________________________
VOTE:
DIRECTOR:
YES
NO
ABSTAIN
ABSENT
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ATTEST:
____________________
Secretary
Date
FILE:
Book
of Minutes ____________
Resolution
effective:
_____________________