Notice: The following is a reference copy of the committee charter. The official charter documentmay be found on the FCHOA2 website.
FORD’S COLONY AT WILLIAMSBURG
HOMEOWNERS ASSOCIATION, INC.
SECURITY 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 the operations, policies, and programming of security, safety, law enforcement, and compliance with rules and regulations in Ford’s Colony;
NOW, THEREFORE, THE BOARD OF DIRECTORS RESOLVES THAT a Security Committee be established, having the following terms of reference:
I. RESPONSIBILITY: The Security Committee shall serve at the pleasure of the Board of Directors. The primary purpose of the Security Committee is to advise the Board on issues relating to Ford’s Colony security functions and safety. The Committee will monitor the daily operations of the Management Agent’s security personnel. As a primary objective to promote Ford’s Colony security and safety, the Committee will:
A. Make recommendations to the Board and the Management Agent on programs and policies that will improve safety and security, including the public perception of such security for deterrent purposes.
B. Assist the Board and Management Agent on security personnel matters.
C. Review monthly expenditures in relation to budget in the Security Department.
D. Participate and support regional cooperation with local law enforcement, fire, and rescue personnel and other private security programs in area residential communities.
E. Conduct studies and make recommendations on security matters as directed by the Board or requested by the Management Agent.
F. Assist the Management Agent’s security and emergency response personnel, as requested by the Management Agent in emergencies.
G. Monitor the Association’s budget performance for security and assist in formulating the annual budget each year based on developed programs and approved 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.
H. 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 Security 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 or Covenants Committee. The Management Agent shall be an ex officio, non-voting member and will act as an advisor to the Committee.
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. The Security Committee members shall normally serve a term of three (3) years and shall be eligible to serve no more than two (2) terms consecutively.
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 Security 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 Security Committee, with or without cause. Vacancies may be filled by appointment by the Board.
E. The Security 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: The Security 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. 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. Unless otherwise designated by the Board, media inquiries will be responded to by the Association President and/or Management Agent. The Security Committee Chair and Management Agent will establish and maintain communication and coordination with local law enforcement, fire, and rescue personnel, as well as other private security personnel in area residential communities.
A. Function of the Chair: Functions of the Chair shall include the following:
1. Coordinate all Committee activities.
2. Preside at all Committee meetings or designate a member of the Committee to be a temporary Presiding Officer when the Chair will be absent.
3. Prepare required reports to the Board.
4. Represent the Committee to the Board
5. Prepare annual budget proposals, if applicable, and submit to the Finance Committee and Management Agent as requested.
6. Monitor the Management Agent’s budget performance in the security department and report budgetary concerns to the Finance Committee.
7. Draft articles for the monthly newsletter on topics of Ford’s Colony security and safety to promote willful compliance through effective, positive messaging and public relations.
B. 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.
C. Reporting:
1. The Security 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 all meeting minutes shall be delivered to the Management Agent and Board of Directors as soon as practical.
Date of Last Amendment: September 22, 2005