Volunteers are essential to the Association’s success ......for any community. ArrowCreek is very...

ARROWCREEK COMMITTEES INDEX

Volunteers are essential to the Association’s success. Without volunteers there would be no

homeowners association. Successful communities are defined not only by how many homes are

sold, but by how many homeowners are involved. Homeowner talents are a valuable resource

for any community. ArrowCreek is very lucky. There are many qualified and dedicated owners

who are willing to give of their time and expertise to assist in the governance and community

building of ArrowCreek. We hope you will consider volunteering for the Board or a Committee!

The current ArrowCreek HOA Committees are listed below. A Charter for each Committee is

also provided:

COMMITTEE PAGE NUMBER

Administrative 1-2

ADRC (Architectural Design Review) 3

Budget & Finance 4-6

Communications 7

Fuels Management 8

Governing Documents 9

Landscape 10-11

Reserve 12

Safety 13-14

Social 15-16

Committee Interest Form 17

Committee Training 18-28

If you are interested in volunteering for a Committee:

1. Complete a Committee Interest Form and send it to the ACHOA. Email is acceptable at

[email protected]). Your information will be forwarded to your Committee of

choice.

2. The Committee will review your interest for consideration. You will be contacted by a

Committee or Board Member.

3. You will be updated with the timing of any committee appointments. These actions are

made at board meetings.

If you have any questions about Committees, please let us know.

mailto:[email protected]

Website: ArrowCreek-HOA.com; Email: [email protected]

ArrowCreek ADRC Structure

ADRC Accepted: 6-10-09; Board Reviewed: 6-19-09; ADRC Revised: 10-8-14

The Architectural Design Review Committee (ADRC) is an independent committee created by the ACHOA CCRs. The Board appoints Committee Members. The Committee Members handle all processes for building structure and landscape modifications and new installs. Committee Membership and Structure Per the CCRs, the ADRC is comprised of both voting and non-voting members (not less than 3 nor more than 7 members to be appointed by the board. Two (2) voting members must be board members:

1. ADRC Owner members appointed by the Board are voting members. Architects, landscape designers and other professionals who are also residents could be voting members or alternatively they could choose to be non-voting members as described below.

2. Non-resident professionals who provide design review services to the ADRC are non-voting members. Non-voting members will be invited to the meeting as needed to present their findings of design reviews and are welcome to attend the full meeting.

3. In addition, the ADRC has several standing invitees, including a management company representative, and HOA Staff present at each meeting.

4. Due to Owner construction plans being confidential per statute, and because of time restrictions,

meetings are not open to the community. However, when a plan requires additional clarification and/or direction, Owners may be invited to attend a meeting with the ADRC.

5. Should fines and/or construction penalties need to be considered, the standard process to impose is followed as outlined in NRS116 and the ACHOA Rules & Regulations.

Design Review Process

1. Voting members of the ADRC will approve new construction and landscaping, home additions/remodeling and landscape alterations.

2. New construction and landscaping will require review by a professional. Home additions/remodeling and landscape alterations may also require review by a professional, as determined by the ADRC. Review reports are to be submitted one week prior to the committee meeting.

3. For new construction, a final landscaping plan does not have to be submitted at the same time as the house design. The initial submission should contain, however, all planned alterations to the site topography (terracing, retaining walls, drainage, etc.). The initial deposit will continue to cover both the structure and landscape and will not be refunded until both are completed, inspected and approved.

4. Final landscaping plan is due to the ADRC prior to the issuance of CofO and with sufficient lead time for completing the landscaping within current ADRC requirements.

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ARROWCREcK ~L ~ ..

ArrowCreek HOA ADVISORY COMMUNICATIONS COMMITTEE CHARTER

Adopted February 17,2009

As per Article III and Section 3.18 of the ArrowCreek Homeowners Association Bylaws, the Board of Directors appoints the ArrowCreek HOA Advisory Communication Committee. The Committee will consist of 3 to 5 members of the association, one or more members of the HOA Board and the Operations Manager.

The primary objectives of the Advisory Communication Committee are to advise on methods or procedures that will enhance and maintain communication between the HOA board and the homeowners, and between Arrowcreek and the external community.

The Committee shall not have the authority of the Board ofDirectors and shall not have any powers of the Board.

The Committee is charged with the following responsibilities:

1. Develop and implement strategies and tactics for timely two-way communications between the board and the homeowners.

2. Continuously review and improve the strategies and tactics developed in item 1. 3. Develop and implement a strategy for improving the communication between

Arrowcreek and the rest ofNorthern Nevada.

Board Approved: v1~ Date: February 17,2009

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ArrowCreek Website: www.arrowcreek-hoa.com

Professionally Managed By:

Associa Sierra North

10509 Professional Circle #200, Reno, NV 89521, Website: www.associasn.com

Phone: (775) 626-7333; Fax: (775) 626-7374; Email: [email protected]

ARROWCREEK COMMITTEE INTEREST FORM

Please return this completed form to ArrowCreek HOA. DATE: _____________________________ NAME OF OWNER: _______________________________________________________________________

PHYSICAL ASSOC ADDRESS OR UNIT # ______________________________________________________

PHONE NUMBER (S) _______________________________________________________________________

EMAIL ADDRESS: _________________________________________________________________________

OCCUPATION: ____________________________________________________________________________

COMMITTEE YOU ARE INTERESTED IN SERVING ON: __________________________________________

List your experience or professional accomplishments relative to your committee interest (approximately 50 words or less): _________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

How would your participation benefit the HOA and what specific issues or area of association management are of concern to you? (50 words or less): _________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

List any other information you would like the HOA to know: _________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

_________________________________________________________________________________________

If you require additional room, please feel free to attach a separate sheet of paper to this form. Thank you. Form Rev 7/19/16-jmt

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http://www.associasn.com/

ARROWCREEK HOA – COMMITTEE TRAINING WORKSHOP JANUARY 25, 2017 (rev 1/24/17)

THANK YOU!

Volunteers are essential to the Association’s success. Without volunteers there would be no homeowners association. Successful communities are defined not only by how many homes are sold, but by how many homeowners are involved. Homeowner talents are a valuable resource for any community. ArrowCreek is very lucky. There are many qualified and dedicated owners who are willing to give of their time and expertise to assist in the governance and community building at ArrowCreek. A big thank you to all the ACHOA volunteer board members and committee members!

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ARROWCREEK HOA COMMITTEES The Committee Member Roster and Charters are posted on the arrowcreek-hoa.com website.

CURRENT ACHOA ADVISORY COMMITTEES: 1) Administrative; 2) Budget & Finance; 3) Communications; 4) Fuels Management; 5) Governing Documents; 6) Reserve; 7) Safety; 8) The Club at ArrowCreek-HOA Liaison; 9) Social Committee; 10) Landscape Committee; and, 10)Hearing Committee.

CURRENT MANDATED COMMITTEES: ADRC (Architectural Design Review Committee)

TYPES OF COMMITTEES

There are three main types of committees: Mandated, such as an Architectural Committee. For ArrowCreek, it’s called the ADRC (Architectural Design Review Committee). This type of committee is ongoing, permanent and often has clearly defined power and authority from the HOA governing documents. In the case of ACHOA, the ADRC is governed by the CCRs Articles VI. The ACHOA board is to appoint and remove members, only. However, both the ADRC and Board have agreed on two additional functions involving the board: 1) A hearing panel made up of a majority of board members for owners who are unhappy with the ADRC decisions; and 2) The ADRC requests that the board give final approval of ADRC Guidelines revisions. Standing Advisory Committees, such as Budget & Finance, Reserve, Safety, Communications, Social, etc.. Most of ACHOA’s committees are Standing Advisory and a large amount of work is done through these committees. Their charters are established by the board for an ongoing and specific purpose. The committees generally make recommendations to and act under the supervision of the board. Ad-Hoc Advisory Committees, such as an event planning committee. These committees are established by the board for a specific project or task and are generally disbanded when the project or task is completed. For ACHOA, this could be the ACCC (ArrowCreek Community Club Committee); it had a specific purpose, that purpose is completed and the committee was disbanded.

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ROLE OF COMMITTEES - HOW THEY ARE CREATED

The role of a committee is to assist the board in meeting its responsibilities, and broaden the community’s input on decisions by serving as a means of gathering owner’s opinions and attitudes. In addition, a committee may assist in explaining board actions to the community. Advisory Committees serve at the direction of the board in an advisory capacity. They make recommendations to the board on matters that have been requested by the board or by the Committee Charter. Committees do not have the authority to take actions, make decisions or promises, or to send out or distribute any materials that are not pre-authorized by the board. Advisory Committees are created by the Board of Directors when a community need is identified. A Committee Charter is prepared by the board, and the action to approve the Charter is noticed on a board meeting agenda. Usually the initial committee members are selected when the Charter is approved. Note: By law, any actions taken by the board must be first noticed on a meeting agenda. That means that any recommendations by a committee must be provided in writing, in advance to be placed on a meeting agenda. Only the board collectively can take action; Board Members individually may not. Committee Members may not. Committees, at the direction of the Board and/or the Charter, may need to work in conjunction with HOA Staff and the Community Manager. They may also need to work in conjunction with other Committees when projects overlap in scope. The Community Manager acts as the main hub to relay information. Please send all comments, concerns, suggestions, requests for action, committee interest forms etc. through the Community Manager. This helps to keep items from falling through the cracks and allows for proper follow up.

KEYS FOR SUCCESS

A good working relationship with trust among the board members, committee members, staff and management.

Effective and open communication through the proper chain of command.

Must put aside any personal positions on an issue while it is in committee. Present all sides of any issue or task. Just like the Board, Committee members must put aside their political positions, fully evaluate an issue and come to an acceptable compromise that is then presented for board consideration.

Be respectful of each other and of the information being brought forth for consideration.

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WHAT SHOULD BE INCLUDED IN A COMMITTEE CHARTER

The ACHOA board has the authority to appoint Committees per the ACHOA Bylaws Section 3.16 and 3.18. It is recommended that Committee Charters include the following:

Name of Committee.

Number of committee members – A minimum of 3 to a maximum of 7 volunteers is typical and most efficient. However, the number of members should depend on the scope of its mission. It should be small enough so everyone has an opportunity to participate and large enough so progress isn’t hampered if one member resigns or is absent.

Terms of appointment – ACHOA confirms appointments annually, except that the board can remove appointees at any time. To create fresh ideas and inspire new participation the board should decide how many annual terms may be allowed. Each Charter may require a different strategy on terms.

Requirement on committee participation/attendance (OPTIONAL) – Maybe a statement like: Committee members should have the ability to contribute/attend 75% of meetings.

Clear cut job descriptions; goals, responsibility, and authority, to include a time line to complete if the committee is an Ad-Hoc with a specific task.

Committee shall provide their meeting date, time & location for posting on the ACHOA website calendar at least 3 days in advance of a committee meeting – Any homeowner is allowed to attend a committee meeting (unless there is an attorney-client privilege involved).

Requirement to take minutes of committee meetings and provide them to HOA Community Manager. A written report shall be provided for each board meeting (the report could be the minutes).

General Statement: ArrowCreek Committees shall work in conjunction with the HOA

Board of Directors, other ACHOA Committees, HOA staff and management to support the

community objectives as a whole and shall set aside personal agendas to work toward the

common good.

Mission Statement – Mission statements are also a good ideas to include on Charters.

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COMMITTEES FUNCTIONS

Committees are created to give the board a way to gather information and suggestions, offer new ideas and opinions and perhaps provide a launching point for future board members. A committee can function as a think tank or an indicator of how the community will react to a given issue. A Board Member Liaison will be appointed by the Board to serve on each committee. The Board Liaison and Committee Chair are responsible for providing the Community Manager and/or Board with updates, reports, schedules, etc.. Due to the limitation of seven board members, its best to keep the number of committees at a manageable number. Charters should be revisited annually for efficiency and effectiveness; does it need to continue? Does it need to be re-vamped with a new and different direction? Each Committee is tasked with following their Committee Charter, and with the below: 1. Appoint a Chairperson. 2. Set Committee meetings - Notice the HOA of scheduled meetings (at least 3 days in advance).

3. Set goals for the upcoming year based on the Charter and any specific tasks requested of the

Committee by the Board. Provide this information in writing to the Board through the Community Manager.

4. Alert the Community Manager in advance of action items for the next board meeting agenda;

committee appointments, recommendations, budget requests, etc..

The Community Manager will start to prepare the draft board meeting agenda 30 days before each board meeting. ACHOA board meetings are scheduled a year in advance (see calendar). Any committee actions, including member appointments must be on the agenda in order for the board to act on them.

5. Take Minutes of Committees Meetings – Select a volunteer to be responsible for taking the minutes of

each meeting and providing them to the Community Manager. Minutes do not need to be lengthy. They can be a simple bullet point list of the main topics/items discussed, and should include the date, start and end time, and a list of those present. Alert the Manger if the minutes are to be used as the board meeting report.

6. Reports /Presentations at Board Meetings - Committees are not expected to present at every board

meeting. Presentations should be kept under 10 minutes as much as possible. Whether or not a Committee presents, a written report should be submitted, in advance, to be included in the board packet. Recommendations for action should be on the report. All sides of an issue need to be included when an issue is brought to the board for action. The recommendation to the board should be written to be ready for a motion.

7. Presentations at Annual Members Meeting – It is recommended that all Committees report at this

meeting. The report can include the accomplishments over the year, recognition of committee members, requests or recommendations to recruit new members, etc.. Presentations should be kept to no more than 10 minutes as much as possible.

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COMMITTEES FUNCTIONS (continued)

8. Accounting – Budget & Expense:

If a committee anticipates any expenses, they need to provide a budget to the budget committee by August/September for the following year. This budget can be as simple as an email, listing items and expected expenses.

ASN needs to be on the “front end” of hiring a vendor. Vendors need to be vetted and set up in the Vendor A/P System, so that we set them up efficiently for payment. Remember to let us know!

REMEMBER…

Only the Board has the authority to make decisions on any issue brought by a committee.

Committees work at the direction of their charter and as requested by the board.

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HOW TO GET ON A COMMITTEE Committee Charters, Committee Members and the Committee Interest form are posted on the ACHOA website (a committee list and charters have also been provided for this presentation). Committee information is also included in the new owner welcome packet with a solicitation to get involved. Committee appointments are generally done annually in February. However, this could occur more frequently depending on need. February is typically the first meeting of the year with the new board. The committee members are confirmed in writing as a protection should there be an insurance claim against the HOA for a committee related matter. D&O Insurance covers the board and committees – Ron Wright is the ACHOA Insurance agent. He tells us that official committees appointed by the board and carrying out their assigned duties are insured by the HOA's D&O insurance. This does not include any professional who is serving on the committee who should have their own E&O insurance (for example a professional architect who is a member of the architectural committee should be covered by his/her own E&O insurance when giving professional advice).

1. Any owner interested in being on a committee should complete a Committee Interest form and return it to the Community Manager. The Manager will then forward the form to the Board Liaison and/or Committee Chair.

2. The Committee should discuss if they would like to make a recommendation to the board for appointment. The Committee Chair should contact the interested member to exchange information and/or invite them to a meeting.

3. The Committee Chair and/or Board Liaison would then email the board, through the Community Manager, requesting the board to consider the recommended appointment as an action at the next scheduled board meeting.

4. Once appointed the Committee Member List will be updated and posted on the website.

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HOW TO GET OWNERS INVOLVED WITH COMMITTEES Personal Recruitment – Meeting your neighbors and inviting them to participate is a great way. At ArrowCreek, the board is looking to implement a New Owner Social. This is a perfect time to recruit for Committees. The new owner welcome package includes information on Committees. Use of the newsletter, website and Resident Club Bulletin board to advertise information about the various committees, how to be on a committee, what the committees are doing, and what the committees might need from the residents. Advertise – Committees are encouraged to submit articles for the ACHOA newsletter that might include committee accomplishments, giving credit to individual members, and recruiting articles that provide enough descriptions and detail for potential volunteers to use to decide which committee is suited to their interest and abilities. Direct Mailers – Starting in 2016, a call from committee members will be included in the cover letter for board nominations to be appointed for the following year. During the year special mailers may be requested and approved by the board if needed. Committee Appreciation Event – It would be great for the ACHOA to implement an annual event to honor community volunteers and to solicit for new volunteers. Maybe this could be a party held in conjunction with annual members meeting?

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ACHOA CCRs, BYLAWS AND THE LAW. LEGAL QUESTIONS & ANSWERS

Eva G. Segerblom, Esq., HOA Legal Counsel is present to answer legal questions about Committees. Regarding the attorney-client privilege: the privilege is held by the Board, and committees may also be included as agents of the Board. However, if a Board Member or Committee Member shares the opinion with a Member or someone else outside of the Board or Committee, the privilege is waived. What is NRS 116 and NAC 116, how does that affect Committees? Chapter 116 of the Nevada Revised Statutes and Chapter 116 of the Nevada Administrative Code are the provisions of Nevada law that govern Common Interest Communities (CIC), which includes the ACHOA. The law also governs the board of directors (and the managers, too except that Chapter 116A of the NRS and Chapter 116A of NAC are specific to qualifications of managers of CIC). These statutes often trump the CCRs and Bylaws but not always. In several cases, if the Bylaws or CCRs are more restrictive then the law, then the governing documents take precedent. However, if the governing documents conflict or contradict these statutes, the statutes may control. The Community Manager guides the board of directors to make sure that the governing documents and law are being followed. HOA legal counsel plays an important role in this process. What does NRS or NAC say about committees? Not much. The only reference to committees is for the board to establish a hearing committee for alleged violations of governing documents. NRS 116.31031(8): If the governing documents so provide, the executive board may appoint a committee, with not less than three members, to conduct hearings on alleged violations and to impose fines pursuant to this section. While acting on behalf of the executive board for those limited purposes, the committee and its members are entitled to all privileges and immunities and are subject to all duties and requirements of the executive board and its members. The ACHOA board has taken advantage of this and has a Hearing Committee Charter. The only relevant mention of committees in NRS or NAC is NRS 116.31031(8), above. Although this provision is regarding a committee for hearing alleged violations, it’s instructive regarding committees, generally, the limits of which are also dictated by governing documents. What do ACHOA’s governing documents provide? (See the next page)

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What do ACHOA’s governing documents provide?

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www.arrowcreek-hoa.com

Professionally Managed By:

Associa Sierra North

10509 Professional Circle, Suite #200, Reno, NV 89521

Phone: (775) 626-7333; Fax: (775) 626-7374; Email: [email protected]

CONFIRMATION OF COMMITTEE TRAINING

ARROWCREEK HOA (rev. 4-20-16)

ArrowCreek is very lucky. There are many qualified and dedicated owners who are willing to give of their time and expertise to assist in the governance and community building at ArrowCreek. A big thank you to all the ACHOA volunteer committee members!

ARROWCREEK COMMITTEE NAME: _______________________________________________ I ____________________________________________________________ ACKNOWLEDGE THAT I HAVE READ

THE ARROWCREEK HOA COMMITTEE TRAINING INFORMATION. AND, THAT AS A COMMITTEE MEMBER OF THE

ARROWCREEK HOA I UNDERSTAND MY COMMITTEE’S CHARTER AND WHAT IT MEANS TO BE ON A COMMITTEE.

COMMITTEE MEMBER SIGNATURE: __________________________________ _________________________________ _______________ Print Name Signature Date ARROWCREEK PROPERTY ADDRESS: _________________________________

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http://www.arrowcreek-hoa.com/



Volunteers are essential to the Association’s success ......for any community. ArrowCreek is very...

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