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.
COMMUNICATIONS
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 advise and assist the Board
in
communicating with the owners and residents of Ford’s Colony,
as well as public
and media relations with the greater Williamsburg community;
NOW,
THEREFORE, THE BOARD OF DIRECTORS RESOLVES THAT a
Communications Committee
be established, having the following terms of reference:
I. RESPONSIBILITY:
A.
The Communications
Committee shall serve at the pleasure of the Board of Directors. The primary purpose of the
Communications
Committee is to advise the Board on issues relating to communications,
by
various means, between the Association and the owners/resident renters;
about
activities and clubs within Ford's Colony, about the actions and
policies of
the Board of Directors and the work of its committees and retained
professionals, and about other matters of general interest to the
owners. The
Committee will make recommendations to
the Board of Directors concerning the Newsletter Policy, Web Site
Policy, and
other communications issues.
B.
The members
of the newsletter subcommittee are chosen by the Chair of the
Communications
Committee from among the members of the Communications Committee and
have
editorial duties with respect to the Talk of the Colony. The Chair of the
Communications Committee has
the authority to decide appeals concerning the content of the Talk
of the
Colony on the basis of the Newsletter Policy adopted by the
Board.
C.
The
Communications Committee will assist in the development of a Web site
and other
means of communication within Ford's Colony.
The Communications Committee will also coordinate efforts
in public
relations with the residents of the
D.
Monitor the
Association’s budget performance for the newsletter and other
communications-related line items, and assist in formulating the annual
budget
each year based on developed programs and improvements in Association
services. Be prepared to report concerns and develop
solutions for budget
overruns to the Finance Committee and to the Association’s
Board of Directors.
E.
The Committee
shall perform such other tasks as may be assigned from time to time by
the
Board.
II. MANNER OF
ORGANIZATION:
A.
Membership:
1.
The Communications Committee shall consist of at least
seven (7) and no
more than nine (9) members appointed by the Board of Directors. The Committee Chair should
recruit and
nominate prospective members for appointment by the Board. For the purpose of
conducting its business, a
simple majority of members shall constitute a quorum.
2.
Committee members shall be lot owners in Ford's Colony,
however, they
may not simultaneously be members or spouses of members of the
Association's
Board of Directors. The
Chair of the
Association’s Activities Committee, or their designee, shall
be a member of the
Communications Committee. The
Management
Agent will be an ex-officio, non-voting member and will act as an
advisor to
the Committee, and perform the specific tasks identified in the
Newsletter
policy adopted by the Board and a Web Site Policy, when applicable.
3.
Members of the Board of Directors shall be informed of
scheduled
committee meetings and may attend and participate in the meetings of
the
Committee but may not vote on any motion before the Committee.
.
B. Terms:
1.
Communications Committee members shall normally serve a
term of three
(3) years and may be appointed for consecutive terms without limit.
2.
In an effort to promote continuity, terms should be
staggered so that
one-third or the closest number to one-third of the Committee
membership is appointed
or reappointed each year.
3.
Terms of committee members will begin on January 1 and end
on December
31.
C. The
Communications Committee Chair shall
be a member of the Committee, shall be appointed annually by the Board
of
Directors and shall serve no more than two (2) consecutive years in
that
position. The
committee shall designate
a Vice Chair who shall be approved by the Board of Directors. Meetings without the
presence of the Chair
are not anticipated; however, should such an occasion occur, the Vice
Chair shall
lead the meeting.
D.
The Board may remove a member of the
Communications Committee, with
or without cause. Vacancies
may be
filled by appointment by the Board.
E. The
Communications Committee Chair will
designate a recorder from among the committee members.
The recorder shall be responsible for
maintaining committee records, minutes of meetings, and assisting the
Chair in
preparing quarterly and annual reports to the Board of Directors.
III. MANNER OF
OPERATION:
A.
The
Communications Committee shall conduct its business in the best
interest of the
Association and in accordance with this Charter, the Association's
Declaration,
Bylaws and Rules and Regulations.
However,
any recommendation to the Board shall be forwarded only when a quorum
is
present. With the
exception of the role
of the newsletter subcommittee and the production of the monthly
newsletter,
the Committee will take no action on behalf of the Association without
the
prior authorization of the Board of Directors as reflected in the
Association's
minutes.
B.
Unless
otherwise designated by the Board, media inquiries will be responded to
by the
Association President and/or Management Agent.
C.
The
Newsletter Subcommittee will carry out its duties as set forth in the
Association’s Newsletter Policy, adopted by the Board, and
will speak with one
voice to the production staff.
D.
Function
of the Chair:
Functions of the
Chair shall include the following:
1.
Coordinate all committee activities and preside at all
committee
meetings.
2.
Prepare required reports to the Board.
3.
Represent the Committee to the Board
4.
Prepare annual budget proposals, if applicable, and submit
to the
Finance Committee and Management Agent as requested.
E.
Meetings:
1.
The committee will meet as often as deemed necessary by
the Chair and at
least quarterly with notice to all members and the Board of Directors.
2.
The Committee will determine its own meeting agenda.
3.
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.
F.
Reporting:
1.
The Communications Committee will provide quarterly and
annual reports,
as requested, summarizing its activity to the Board of Directors.
2.
The recorder or interim recorder shall prepare and submit
through the
Chair minutes of all Committee meetings.
Copies of the all approved meeting minutes shall be
delivered to the
Management Agent and Board of Directors as soon as practical.
FORD’S
COLONY AT
HOMEOWNERS
ASSOCIATION, INC.
RESOLUTIONS
ACTION RECORD
Resolution Type:
Administrative
Number:
____________
Pertaining to: Communications
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: ______________________