CHAPTER 20 - BADGES AND PASSES
(Originally Adopted 2-19-94 and Revised 2-25-95)
20-1 Type and Use
Recreation passes will take the form of a badge or other form of ID as approved by the Board of Directors. A valid pass will permit the registered holder the use of all Hemlock Farms recreation facilities, subject to the established rules and regulations of each facility. Authorized users will display a valid pass at all times when using the facilities. These provisions of Chapter will be effective as of March 1, 1995.
20-2 Number of Passes
Passes will be issued only to members in good standing, and only if all properties owned by the member are in good standing, as follows:
A. Each and every I-lot may receive six (6) passes.
B. Additional passes requested for an I-lot will be issued following receipt of proof of more than six (6) persons residing in the member's home, but will not exceed a total of eight (8) passes per I-lot.
C. If an I-lot member has additional U or A lots, he/she may receive only one (1) pass per additional lot.
D. In the event that a member does not own an I-lot, his/her U-lot will be designated as the primary lot. Each primary U-lot owner may receive four (4) passes. If this owner has additional U or A lots, he/she will receive one (1) pass per additional lot.
20-3 Guest Use of Facilities
Guests of members will display a valid pass at all times when using facilities. Members will be responsible for the actions of their guests, tenants and invitees at all times, in accordance with Section 2.4(c) of the Bylaws.
20-4 Additional Passes (Amended 4-24-04)
Additional passes may be purchased in accordance with the fee schedule maintained in the HFCA Office:
A. Weekly Pass - Effective for seven (7) days from date of purchase.
B. Daily Pass - Effective for date of issue.
The use of additional passes by guests will be subject to Section 20-3.
20-5 Validation
All passes will be picked up and signed for at the HFCA Office. Passes will not be issued or validated through the mail or any other delivery service. Each pass will be valid for the year displayed on the pass, and/or through to March 1 of the following year. In the event that the member/property owner chooses not to pick up his/her passes, he/she may authorize a non-member to do so, but such authorization shall be in writing, and signed by the member.
20-6 Passes for Renters
Members who rent their home(s) to others may authorize in writing the issuance of the members' passes to their renter(s). Such issuance will comply with all other provisions of this Chapter.
20-7 Loss or Replacement
A. Worn or damaged passes will be replaced free of charge upon submission of the old pass to the HFCA Office.
B. A lost or stolen pass will be replaced upon payment of a $25 fee per pass.
20-8 Ownership
All passes will remain the property of Hemlock Farms Community Association. Passes may be invalidated by HFCA and rights of use of facilities revoked in accordance with Section 2.5 of the Bylaws.
20-9 Enforcement
An amount of $25 per incident will be assessed to the property owner if he/she, his/her family member(s) and/or guest(s) use, transfer or attempt to use any recreation pass in violation of any part of this Chapter.
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CHAPTER 32 - BOARD OF DIRECTORS
ARTICLE I - Reports (1-29-77)
32-1 Financial Reports
The President, Treasurer and Community Manager shall be directed to submit monthly financial reports to the Board members at least seven (7) days in advance of the regularly scheduled meetings of the Board. Said financial information shall include a balance sheet, income statement and a source and application statement prepared in accordance with generally accepted accounting principles, as well as notes thereto, plus a summary of the year-to-date progress on all budgeted expenses by line item.
32-2 Distribution of Reports (Added 5-20-78 Amended 7/25/99))
Distribution of all reports to the Board by Committees and the Manager shall be available upon request at the Administration Office, prior to Board meetings, to any member in good standing for a reasonable charge and to Committee Chairs and members who previously served on the Board of Directors at no charge. Distribution of copies of Board minutes and copies of such reports as are officially received at Board meetings shall be gratis to the press and available gratis for use by the public at the Board meeting at which a particular report is received. Members may receive a copy of any such report upon payment of the cost of duplication and/or mailing.
32-3 Annual Board Report (Added 3-28-81)
It shall be the policy of the Board of Directors to present an annual report at the annual membership meeting (in addition to the statutory report mandated in Bylaws Section 2.6) which includes at least an overview of its accomplishments and problems for the past year, the contributions made by staff and committees to both and projected work, problems and goals for the coming year.
ARTICLE II - Board Service Awards (9-30-78)
32-4 Retiring Directors
The Board shall annually present a framed "Certificate of Service" to all retiring Board members who have served at least one (1) term.
32-5 Retiring Presidents
The Board of Directors shall, whenever there is a change in presidency, present a plaque, with a gavel, to the retiring President.
ARTICLE III - EXECUTIVE SESSION (2-27-82)
32-6 Review of Executive Session minutes
It shall be the policy of the Board of Directors to semi-annually review (at its January and July regular meetings) all of the executive session Board minutes then held as "confidential".
32-7 Listing of Reviews on Agenda
Such semi-annual reviews shall be listed on the Board's annual meeting calendar. Agendas for January and July meetings shall automatically list such reviews as part of "unfinished business".
ARTICLE IV Communication with Employees (9-25-83)
32-8 Right granted
Subject to Bylaws Section 5.5, Board members shall have the right to communicate with employees, and employees, when approached, shall be free to communicate with Board members on matters affecting the affairs of Hemlock Farms.
32-9 Employees not Subject to Discipline
Said employees shall not be subject to discipline or discharge for the reason of communicating with Board members.
ARTICLE V - RULES FOR BOARD MEETINGS (9-25-83)
32-10 Order of Business
The order of business as stated in the Bylaws shall be followed. Only in the case of unusual circumstances and with concurrence of two-thirds (2/3) of those Board members present shall items be attended to out of order.
32-11 Decorum
Actions of the Board and the public shall be consistent with mature deliberation. Any person or persons engaging in boisterous acts such as booing and/or clapping shall be asked by the Chair to leave the meeting until such time as they can refrain from such behavior.
32-12 Determination of Policy (Amended 10-26-96)
All questions of determining between policy and procedure shall require a ruling from the Chair. If, after a ruling of the Chair has been recorded, any two (2) members of the Board present wish to challenge said ruling, a roll call vote of all members present shall be taken immediately, and the final determination shall be made in accordance with the will of the majority.
32-13 Agenda
All items to be listed in the agenda must be received by the Community Manager fourteen (14) days before the meeting. The agenda as sent to the Board members shall include necessary background information.
32-14 Manager's Report
The Manager's report shall report actions taken and community developments during the previous month. If the Manager requests action by the Board regarding a change in policy, rules or regulations, it shall be listed in the agenda under Section 3.10(B) (XI) of the Bylaws (proposed changes, etc.).
32-15 Committee Reports
Committee reports received in writing shall be listed in and attached to the agenda and sent to each Board member. At the Board meeting, committee reports shall be officially noted as having been received by the Board. At this time, Board members may question committee members about details of the report and direct the committee regarding its work. If the committee requests action which would necessitate a change in policy, rules or regulations, it shall be introduced under Section 3.10(B) (XI) of the Bylaws (proposed changes, etc.).
32-16 First Reading
When introduced on first reading, each proposed rule, regulation or policy shall be explained as to its purpose and intended effect. Members of the Board may question any person with knowledge of the subject at hand, but it is not intended that first reading shall be debated.
32-17 Second Reading
At the time of second reading, amendments may be made by any Board member to any proposed rule, regulation or policy so long as they do not substantially modify the general sense of the original motion.
32-18 Public Participation
At the time of second reading, the public may speak on the item at hand. Letters received by the Board on a second reading motion shall be publicly read and entered into the record prior to the vote on the motion. Under 3.10(B) (XII) of the Bylaws (communications, written and oral), the public may address the Board on any matter over which the Board has jurisdiction. Preference should be given to those persons who notified the Community Manager in advance of their desire to be heard.
32-19 Executive Sessions
As required by the Bylaws, closed meetings may be held only upon a resolution of a majority of the Board present at an open meeting and only for the purposes enumerated in Bylaws Section 3.10(H). The motion and the agenda for a closed session shall state clearly the subject of the discussion, and no other business shall be discussed.
ARTICLE VI - MAILING OF AGENDA (11-24-84)
32-23 Mailing Authorized; Conditions; Fee
It shall be the policy of the Hemlock Farms Board of Directors that, in order to provide equal opportunity to all Hemlock Farms Community Association members to be equally well informed in as nearly as timely a manner as possible, upon prepayment of a nonrefundable charge of twenty dollars ($20) to cover costs for one (1) year, accompanied by written request to the Community Manager, members shall be sent all Board meeting agendas via first class mail at the same time that such agendas are required to be posted.
Chapter 20 Badges & Passes | Chapter 24 - Bid Requirements | Chapter 25 - Bill Payment |
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