A. Bylaw Article 3, Section 3.11, B lists ten standing Committees. They are:
The responsibilities of the Architectural Committee are to advise and assist the Board in matters regarding the architecture of, and construction within the Community. In fulfilling its responsibilities, the Architectural Committee performs functions which include, but are not limited to, the following:
1. Aid and assist the Board with architectural and building construction matters on property within the community.
2. Review, revise and initiate new and existing Architectural Regulations and codes to benefit the development of the Community.
To bring timely information to members of the Hemlock Farms Community in a manner that is stimulating, interesting and useful.
The OPPI Committee will advise and assist the Board of Directors in communicating information about the HFCA and our Community to the membership.
The Committee will assist the editor in publishing our Official Publication, the Hemlock News; make recommendations to the Board of Directors on the use of our TV Channel 13 (MAX); Newsletters (Hemlock Happenings, ETC.); Annual Handbook; Bulletin Boards, and other methods approved by the Board of Directors to carry out these communications.
4. ELECTIONS COMMITTEE
Under the direction of the Board it is the mission of the Elections Committee to make all preparations for conducting all voting that requires the participation of the membership of the Hemlock Farms Community Association, and to safeguard the conditions of honesty, equality, and neutrality under which polling is to be conducted. All of this is to be carried out in accordance with procedures set forth in the Bylaws and Code Book of the HFCA.
5. FINANCE COMMITTEE
The Finance Committee will advise and assist the Board of Directors in areas of financial planning, financial management and control (measuring actual financial performance, comparing it against a standard; budget, prior year or other). Responsibilities and operational process:
1. Review and analyze the annual budget. The Committee, with the consent of the Board of Directors, will meet with standing committees, operating departments and possibly ad hoc groups and individuals to evaluate their needs in relation to available resources and Community priorities for the purpose of making recommendations to the Board of Directors.
2. Make recommendations to the Board of Directors regarding financial controls, budget procedures, and accountability. Evaluate purchasing process for efficiency and effectiveness.
3. Review and analyze monthly financial statements, review and evaluate expenses, capital expenditures, and income in relation to budget and financial history, and communicate to the Board of Directors accordingly.
4. Review insurance provisions and make recommendations to the Board of Directors on the adequacy of coverage.
5. Review and make recommendations to the Board of Directors on the adequacy of reserves.
6. Review budgeted and non-budgeted expense and capital proposals and make recommendations to the Board of Directors regarding adequacy and priority.
7. Analyze and create possible financial alternatives at the direction of the Board of Directors for financing projects or acquisitions with a goal of achieving efficiency and effectiveness.
8. Make other financial analysis or evaluations as deemed necessary.
6. PLANNING AND LAND USE COMMITTEE (Amended 5-15-99)
In its advisory capacity to the Board the Planning and Land Use (PLU) Committee shall develop, recommend, and coordinate the process of Community planning in Hemlock Farms, formulate and recommend land use policies and priorities, and evaluate the impact of proposed local/regional development on Hemlock Farms. The Committee's major responsibilities are:
1. Develop, review and prioritize short, medium and long range goals and objectives and recommend implementation strategies consistent with sound financial and environmental principles.
2. Advise the Board when short-term decisions may conflict with long range goals and objectives.
3. Recommend to the Board the funding of a community survey when the PLU believes it is necessary to obtain updated information. It shall be the responsibility of the PLU to assist in the formulation and analysis of such survey with the assistance of a professional firm, when needed.
4. Monitor and assess the impact of proposals for local/regional development on our community and surrounding area.
7. PUBLIC HEALTH, SAFETY AND SECURITY COMMITTEE
To insure the Health, Safety and Security of Hemlock Farms, its residents and guests, through periodic review and recommendation to the Board of Directors of pertinent issues affecting the Health, Safety and Security of all in Hemlock Farms.
1. Review of Monthly report of the Public Safety Director.
2. Assisting and advising the Board with recommendations on pertinent issues pertaining to the Health, Safety and Security of Hemlock Farms and its residents and guests.
3. Review and make recommendation to the Board of structural changes in public structures and lands as it pertains to Health, Safety and Security issues.
4. Review and make recommendations to the Board of Directors regarding policies, problems and issues referred by the Board to this Committee for review.
5. Ongoing review of code issues as they arise.
8. PUBLIC WORKS AND PHYSICAL PROPERTIES COMMITTEE
The primary responsibility of the Public Works, Physical Properties Committee is to advise and assist the Board in developing and administering an ongoing program to preserve and enhance the physical assets and infrastructure of HFCA common land, improvements and facilities.
In fulfilling the responsibility, the Public Works Committee performs functions which include, but are not necessarily limited to, the following:
1. Working with staff, as directed by Board, propose a buildings, grounds and facilities maintenance plan to meet the requirements and desires of the Community, and establish reasonable specifications and standards for maintenance.
On an on-going basis, monitor service requests to determine if there are any trends indicating a problem.
3. Assist in the development of long range planning for the most effective preservation and future use of the buildings, grounds and facilities.
4. Review the operation, maintenance and future needs of:
a) Parking areas and paths, Recreation areas and buildings of HFCA.
b) Road construction, maintenance and plowing.
c) Solid waste and recycling.
d) Purchase of vehicles and equipment: for PW department, maintenance of lakes, ponds and storm water drainage system.
e) Operation of the radio system.
f) Operation of the water system: consisting of wells, pumps, water maintenance, meters, building and all other property of Water Department.
g) Major construction projects not assigned to special committees.
h) The operation and maintenance of both individual and Community owned on-lot sewage treatment systems and other duties as assigned.
5. Make recommendations to the Board with respect to road and parking area improvements, paths and sidewalk additions, lighting, other improvements to buildings, grounds and facilities.
6. Review, discuss and report any problems, concerns or recommendations made by residents.
7. Perform such other functions as directed by the Board.
9. RECREATION COMMITTEE (Amended 11-14-98, 10-24-03)
The Recreation Committee shall advise on the optimal use of all Recreation Facilities and equipment at Hemlock Farms with a goal of maximum quality. our mandate is to advise the Board of Directors in all areas of Recreation and to reach all age groups with a four season Recreation Program. In carrying out its Mission, the Committee's activities will include:
Continuous assessment of current recreational equipment, programs, services, issues and facilities;
Consider requests, suggestions, and needs for program improvement. Make recommendations to the Board that include possible elimination, addition, implementation or improvement of service;
Review and inspect equipment and facility needs for future replacement;
Plan a variety of cultural arts, social, recreational and athletic events and programs during the year;
Interact with staff and other committees to achieve quality program, project and facility development;
Review the Association's Annual Proposed Budget and make recommendations to the Finance Committee and the Board of Directors prior to the adoption of the Annual Budget;
Review of bids for repairs, equipment and facilities and recommend specific proposal to the Board.
10. ENVIRONMENTAL COMMITTEE (Added 2-27-99)
MISSION STATEMENT FOR ENVIRONMENTAL COMMITTEE
To address pertinent issues of the environment within Hemlock Farms and our vicinity for the purpose of developing and recommending to the HFCA Board of Directors, objective, policies and programs to preserve and/or enhance the environmental quality of life in our Community. Issues to be addressed include, but are not necessarily confined to, the following areas and their interrelationships:
- A.
Water – quantity (except for domestic consumption) and quality;
- B.
Plant Community’s – trees, shrubs, grasses and flowers;
- C.
Wildlife – mammals, birds, fish and other;
- D.
Wetlands;
- E.
Pollution;
- F.
On-lot sewage treatment;
- G.
Greenbelt and other Community open spaces.
To fulfill this mission the Committee shall:
- Seek Community input on environmental issues through such means as focus groups, surveys and questionnaires with Board approval, in order to develop and recommend to the Board of Directors a set of principles and objectives that will define the environmental quality sought by our Community.
- Collect information on the scientific economic, cultural and ethical aspects of specific environmental issues and concerns and share it with the community through such means as articles in the Hemlock News, Library/Steer Barn displays, cable TV, book/video loan library, and Environmental Day.
- Exchange and coordinate information and work with other HFCA Committees whose work has an environmental component or impact.
- Engage in research and gather the data necessary to examine options and support recommendations for actions to achieve environmental objectives.
- Develop and recommend to the Board of Directors specific policy administrative code and/or Bylaws changes related to environmental issues.
- Exchange and coordinate data with other Community Associations Institute (CAI) member communities for the purpose of facilitating common environmental goals.